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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. 1 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