HomeMy Public PortalAbout157 Chamber Funding 93-94Town of Tmckec
California
RESOIIJTION NO. 93-157
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN
OF TRUCKEE AUTHORITING AND DIRECTING THE TOWN
MANAGER TO EXECUTE AGREEMENT WITH TRUCKEF.
DONNER CHAMBER OF COMMERC~ FOR FUNDING
BErWEEN DECEMBER 1, 1993 AND JUNE 30, 1994.
NOW, THEREgORE BE IT RESOLVED BY THE TOWN COI~CIL OF THE
TOWN OF TRUCKEF, CAIIFORNIA, that the Town Manager is authorized and
directed to execute the Agreement attached hereto as Exhibit A with the Truckee-
Donner Chamber of Commerce for funding between December 1, 1993 and June
30, 1994.
The foregoing Resolution was introduced at a Regular Meeting of the
Council of the Town of Truckee, held on the 21st day of October 1993, by
Council Member Cross who moved its adoption, which motion being duly
seconded by Council Member Botto was upon roll call carried and the Resolution
adopted by the following vote:
AYES: Council Members Botto, Carpenter, Cross and Mayor Eagan
NOES: None
ABSENT: Council Member Aguera
Kathleen Eagan, Mayor
tgi-~ephe'n 13. Wright, Tov~Clerk
AGREEMENT FOR SERVICES
WHEREAS, the Town of Truckee, a municipal corporation, hereafter called "Town", and
the TRUCKEE/DONNER CHAMBER OF COMMERCE, hereafter called "CHAMBER", are
mutually desirous of entering into an Agreement whereby CHAMBER will perform certain
services for Town in advertising and promoting the advantages and resources of the Town;
NOW, THEREFORE, 1T IS MUIlJAILY AGREED by and between the parties as
follows:
1. Town allocates for use by CHAMBER the sum not to exceed Twenty-eight
Thousand ($28,000) Dollars, subject to the terms and conditions of this Agreement, for
advertising, exploiting, and making known the resources of the Town, as noted in the Budget
Detail (Exhibit "B"). Any unencumbered funds at the termination date of the Agreement shall
revert to the Town.
2. CHAMBER will, subject to the la~vs of the State of California, manage and use
such funds within the limits and provisions of this Agreement to the end that such funds shall
be used to the best advantage in promoting the interests of the Town. The Program Narrative
(Exhibit "A") describes the intent of the CHAMBER program.
3. CHAMBER agrees to hold harmless and indemnify the Town from every claim
or demand of any kind whatsoever which may be made by any person resulting from the action
or inaction of CHAMBER officers, agents, me~nbers, or employees under the terms of this
Agreement; and further agrees, at CHAMBER'S own expense, cost and risk to defend any and
all actions, suits, or other legal proceedings which may be brought against the Town as a result
of such action or inaction; and further agrees that CHAMBER will pay or satisfy any judgment
which may be rendered therein.
4. This Agreement is in effect fi.om December 1, 1993 through June 30, 1994.
5. The CHAMBER agrees that Town shall have the right to inspect, at any reasonable
time, all of the CHAMBER'S books, records, and management documents pertaining to the
CHAMBER'S management of the fimds herein.
6. CHAMBER shall submit an Annual Report to the Town Manager 30 days after
the termination date of the Agreement (as noted in Item 4, above). The Annual Report shall
identify the amounts expended within the Budget Detail which is attached in Exhibit "B" and
shall describe the status of the project included in the program narrative attached as Exhibit "A".
The Annual Report is subject to audit by the Town Finance Director.
7. It is agreed and understood that any perso~mel acting on behalf of CHAMBER are
solely officers, agents or employees of the CHAMBER and are not officers, agents or employees
of the Town.
8. CHAMBER shall, through the period of this Agreement, maintain in full force and
effect a policy of workers' compensation insurance covering all of its employees, officers and
agents.
9. It is agreed by and between the parties hereto that this is a personal services
contract and that the same may not be assigned by CHAMBER in any particular, to any person,
or organization ~vithout the express written consent of Town having first been had and obtained.
10. The CHAMBER shall in no instance expend funds or use resources derived from
this Agreement on any political activities.
11. The CHAMBER shall not use any funds derived from this Agreement for salary,
wages or benefits, other than for those specified in the Program Narrative and Budget Detail for
any of its employees, officers, and agents.
12. CHAMBER agrees that all funds herein shall remain on deposit with the Town
Finance Director and that all payments of fimds to the CHAMBER shall be made by and through
the Town Finance Director, as follows:
$14,000 no later than December 15, 1993, with the balance of $14,000 due
on April 1, 1994.
13. In the event that the Town Council funds it necessary to reduce its budget in order
to maintain sound fiscal stability, CHAMBER agrees that its services may be reduced to reflect
budget cuts. If such cuts occur, CHAMBER will be paid at the full contract price for services
already performed and at the reduced rate for prospective services only.
14. Town shall have the right to tc~Tninate this Agreement upon the giving of ten (10)
days written notice to CHAMBER if Town in its sole and exclusive judgment, finds the
CHAMBER has violated any of the terms of this Agreement. Either party may terminate the
Agreement for any mason upon sixty (60) days advance written notice.
In the event of any such termination, the payments to the CHAMBER shall be prorated
as noted in paragraph 13 of this Agreement.
15. The CHAMBER is registered as a non-profit corporation with the Secretary of
State's Office and possesses a "Letter of Good Standing" from the Secretary of State's Office.
CHAMBER covenants that it will keep such status in effect during the term of this Agreement.
Truckee-Donner Chamber Agreement
Page 2
hereto.
1N WITNESS WHEREOF, this Agreement is executed by and on behalf of the parties
EXECUTED ON:
EXECUTED ON:
TRUCKEE/DONNER
COMMERCE
CHAMBER OF
TOWN OF TRUCKEE
By:.
Town Manager
Michele Franke
Executive Manager
APPROVED AS TO FORM:
Town Attomey
AT[EST:
Town Clerk
chbr. agr
Truckee-Donner Chamber Agreement
Page 3
EXHIBIT A
Since 1953
PROGRAM NARRATIVE
TRUCKEE TOURISM DEVELOPMENT PLAN
Proposed services for: Town of Truckee
Contract Period: December i, 1993 - June 30, 1994
Category_: EVENTS
Objective: To expand the average visitor season with off-season diversions and attractions as
well as to enhance the image and build awareness of the area as a four-season, diverse
recreational destination.
Building shoulder season activities for the area is critical; service clubs which are largely
responsible for special events in the summer months must be assured a profitable result and are
not likely to risk developing off-season events. This is the responsibility and role of the Chamber
in these development programs.
Project/specifics: The Community Open House/Showcase to be held in the Spring, will feature
a real estate home tour, job fair, and community services fair to acquaint visitors and potential
relocaters with the assets of our Town. Our intention is to display the many facets of our
community in a show format, with each entity (school district, churches, services, etc) on
display.
Past projects/results: The 1993 Real Estate Tour, held in conjunction with the Home & Building
show, was our initial year for this event. Over 500 potential relocaters were invited; the first
place raffle winner was from Arkansas, in fact. All participating realtors were pleased with the
outcome (up to 100 visitors to the open houses).
Although a separate event, the Donner Party Hike is an excellent example of how an investment
in this area can bring substantial results. The October, 1993 event (as of this writing) has sold
over 100 advance tickets and received excellent publicity results in the San Francisco Chronicle,
San Francisco Examiner and Sacramento gee.
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GATEWAY TO THE CALIFORNIAS
POST OFFICE BOX 2757, TRUCKEE, CA 96160
PHONE (916) 587-8808 · FAX (916) 587-2439
PROGRAM NARRATIVE
TRUCKEE TOURISM DEVELOPMENT PLAN, cont.
Category.: HOSPITALITY TRAINING
Objective: To train the arm's service employees in hospitality methods and accurate information to increase
the visitor's overall satisfaction level, thereby creating repeat visits to Truckee.
Project/specifics: A community-wide hospitality training program would consist of printed materials and
training for area employees to better assist them with information to be more courteous, effective "hosts" in
our community. This program would be implemented mid-May through mid-June, prior to the start of the "high
season". In its introductory year, our goal would be to interest and excite owners/managers to gain more
acceptance by front-line employees. It is fair to assume that the program would be "surface" in its coverage,
but it will make a statement about our community and its commitment to the visitor.
Past projects/results: New program; deferred from 1993 plan. The recent tourism research indicates that
addressing visitor's return potential is cornerstone to our tourism's development. The Economic Development
committee has also placed high priority on this program in terms of helping businesses succeed in our tourism-
driven economy.
Differences between optimal and acceptable plan: The optimal plan allows for professional trainers to be
utilized in lieu of trained volunteers. We believe this is the ideal design for the program. While there would
be no cost savings, the North Tahoe area indicated they would consider cooperating in this effort.
Category.: PROMOTIONS
Objective: To build awareness of the area's attributes as a visitor/tourism destination, establishing the area as
such a destination, and capturing a larger share of the market's visitors.
Project/specifics: Publicity, Advertising, and a regional marketing co-op program are included in this category.
The publicity program includes on-going media relations to gain press coverage and to enhance media coverage
for our area. Monthly press releases and story submissions to travel media and follow-up insure continual
mention of Truckee in the travel press. The advertising program has been minimized to support our group
travel efforts and air travelers arriving in Reno. The co-op program with High Sierra Council insures that
Truckee participates in a state-funded rural tourism grant program, aimed largely at participation in key
consumer travel shows in the Western US. Locally, a co-op advertising program with North Tahoe ensures that
Truckee becomes a part of the Lake Tahoe product.
Past projects/results: Our 1993 publicity program was very successful with significant press attention due to
our participation in the North American Ski Journalists of America conference held in our area, and the
Outdoor Writers' Association conference held here in June. Additionally, our fall focus on creating and
publicizing the Donner Party Hike paid off with hugh dividends like two articles, back-to-back on consecutive
2
PROGRAM NARRATIVE
TRUCKEE TOURISM DEVELOPMENT PLAN
Promotions, cont.
Sundays in the SF Chronicle Pink Section, and articles in the Examiner and Bee travel sections. Additionally,
SUNSET ran a cover shot (August) of Donner Lake, several travel writers have visited the area, and we have
hosted several Japanese tour operators.
Differences between optimal and acceptable plan: As our success indicates, concentrating on forming solid
media relationships and an on-going publicity campaign is perhaps the most cost-effective method of gaining
exposure for our area. Increases in these three projects would substantially improve the results; at a minimal,
the acceptable plan will ensure another successful year.
Category.: RESEARCH
Objective: To identify expansion opportunities for the community in both lodging and parking
Project/specifics: Both independent studies would help the town to begin to address these areas of opportunity
and concern. The Chamber would take the lead role in facilitating the study process and in assessing the results
and next steps.
Past projects/results: New project; however, the 1993 tourism study was most efficient in helping the Chamber
redirect its planning efforts for a stronger tourism development program. It should be noted that both issues,
lodging and parking, are mentioned as weakness areas in that study and areas that our area must seek to
improve in order to offer a more satisfying tourist
product.
Differences between optimal and acceptable plan: It would be acceptable to defer these studies to FY 94-95.
Category.: TRANSIT
Objective: To foster the formation of our transit programs with a through marketing program and, in turn, build
awareness of the area's attributes as a visitor/tourism destination, establishing the area as such a destination,
and capturing a larger share of the market's visitors.
Project/specifics: A marketing campaign for the Truckee Trolley would include local efforts as well as visitor
marketing to capitalize on this aspect of our destination. The marketing program would enable ongoing surveys,
media, publicity and co-op campaigns.
Past projects/results: In 1993, the Chamber contracted for Trolley operational expenses as the lead organization
to undertake the project. The ridership exceeded our expectations, the survey results indicated that the system
was on target, and that the Trolley had become integrated into our tourist product.
Differences between optimal and acceptable plan: It would be acceptable to defer this program to FY 94-95.
PROGRAM NARRATIVE
TRUCKEE TOURISM DEVELOPMENT PLAN, cont.
Category.: VISITOR CENTER OPERATION
Objective: To enhance the visitor and potential visitor experience, thereby ensuring a longer visit or future
visits by that traveler and others.
Project/specifics: The image of our community, awareness of our attractions, and opportunities to expand the
visitor season rest largely on the successful operation of a quality visitor center. Our study points out that, as
an entry point for the entire North Shore area, the scope of the visitor center should be expanded. This year's
program includes upgrading systems to include a computer and a visitor information display center with a
programmable LED reader board. Ideally, our program can include an increase in staffing, to have 60/hour
a week coverage. The visitor center functions to answer all visitor inquiries in person, handle all mail inquiries
(mailing over 10,000 pieces/year in response to request), host and coordinate group tours/operators who plan
Truckee outings.
Past projects/results: We have operated the Visitor Center since 1987 in the Intermodal building. We staff the
center for 40 hours/week and answer over 11,000 inquiries each year. The systems are currently ail manual
(no call referral systems, no computer for visitor data base).
Differences between optimal and acceptable plan: The optimal plan allows for 60 hour/week staffing while the
acceptable is for the 40 hour/week coverage (as we currently operate). All other items in this category
(systems, supplies, overhead, management)are constants.
TRUCKEE-DONNER CHAMBER OF COMMERCE
Contract with: Town of Truckee
Contract Period: December 1, 1993 - June 30, 1994
TOURISM DEVELOPMENT PROGRAM
cateqory Item
I. EVENTS
spring Community Open House
cateqor¥ Total
(optimal Plan)
$ 3,000
Cateqory Total
(Acceptable)
$ 3,000
II. HOSPITALITY TRAINING
Training program/publication
$ 8,000
$ 6,000
III. PROMOTIONS
Publicity
Advertising
Regional Marketing
$10,800
$ 7,300
IV. RESEARCH
Lodging enhancement study
Parking study
$ 6,000
$ *
V. TRANSIT
Trolley marketing
$ 5,000
$
VI. VISITOR CENTER OPERATION
Systems
Supplies
Staffing
Overhead
Management/Implementation
$31,300
$27,100
TOTAL $64,100 $43,400