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HomeMy WebLinkAboutR-1999-028 Yakima Center Management and Promotion AgreementRESOLUTION NO. R-99- 2 8 A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute a "Yakima Center Management and Promotion Agreement" with the Yakima Valley Visitors and Convention Bureau for the operation and management of the Yakima Convention Center. WHEREAS, the City owns a multi-purpose meeting, banquet and convention facility commonly known as the Yakima Convention Center ("Center") at East Yakima Avenue and 8th Street in the City of Yakima, Washington; and WHEREAS, the Center provides some 25,000 square feet used to accommodate conventions, trade shows and other meetings; and WHEREAS, the Yakima Valley Visitors and Convention Bureau ("Bureau") is a non- profit corporation whose membership represents the hospitality industry, for which the Bureau serves as a focus of efforts to promote convention and tourist activities which are vital to the local economy; and WHEREAS, the Center has been managed by the Bureau since it was initially constructed in the 1970s; and WHEREAS, the City and the Bureau wish to revise, reorganize and clarify the written agreement for Bureau management, operation and tourism promotion service at the Center; and WHEREAS, the Bureau is willing to continue to provide said management, operation and tourism promotion services in accordance with the terms and conditions of the attached agreement; and WHEREAS, the City Council has determined that it is in the best interest of the City to authorize the City Manager to execute the attached agreement with the Bureau in order to revise, reorganize and clarify the nature of the services provided by the Bureau, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to execute the attached and incorporated "Yakima Center Management and Promotion Agreement" with the Yakima Valley Visitors and Convention Bureau for the operation and management of the Yakima Convention Center. (lk)res/yakima convention center/bureau-pm ADOPTED BY THE CITY COUNCIL this ATTEST: • 44A_e_1„, City Clerk (Ik)res/yakima convention center/bureau-pm day of March, 1999. ohn ' uccinelli, Mayor YAKIMA CENTER MANAGEMENT AND PROMOTION AGREEMENT This Yakima Center Management and Promotion Agreement (hereinafter the "Agreement") is executed this )3 day of MARQ H , 1999, by and between the CITY OF YAKIMA, WASHINGTON, a municipal corporation (hereinafter the "City"), and the YAKIMA VALLEY VISITORS AND CONVENTION BUREAU, a Washington non-profit corporation (hereinafter "Bureau"). Recitals: a) The City owns a multi-purpose meeting, banquet and convention facility commonly known as the Yakima Convention Center ("the Center" herein) at East Yakima Avenue and 8th Street in the City of Yakima, Washington. The building provides some 25,000 square feet used to accommodate conventions, trade shows and other meetings. The Center has been managed by the Bureau since it was initially constructed in the 1970s. b) The Bureau is a non-profit corporation whose membership represents the hospitality industry, for which the Bureau serves as a focus of efforts to promote convention and tourist activities which are vital to the local economy. The parties wish to revise, reorganize and clarify their agreement for Bureau management, operation and tourism promotion service at the Center. c) The Executive Director of the Bureau is also the Center General Manager ("the Manager" herein) and is primarily responsible for carrying out the Bureau's duties under this agreement. The City Manager or his designee is responsible for oversight of the City's duties under this contract with final authority resting with the City Council. The Bureau is governed by a Board of Directors. An appointed Center Advisory Commission serves as a liaison to assist both parties. Citizen groups may be involved as advisors. d) This Agreement is intended to address two predominant activities occurring at the Center: (1) Center management and operations, including, but not limited to, both event scheduling and building maintenance, and (2) tourism promotion, namely that the City of Yakima and the Yakima Valley will be promoted as a visitor and convention destination. NOW, THEREFORE, in consideration of the mutual covenants, promises, and conditions set forth herein, it is agreed by and between the City and the Bureau as follows: 1 I. MANAGEMENT & OPERATIONS 1.1 Management Operation Duties The Bureau shall manage the Yakima Center in all particulars. The Bureau's management and operation duties shall include, but not be limited to, the following: • Scheduling and booking the Center; • Recommending Center rental rates to the Yakima City Council for approval; • Preparation and execution of appropriate license or contract documents; • Develop rules and regulations for Center operation; • Contracting for concession, catering or food services at the Center; and • All building maintenance and repair. The Executive Director of the Bureau shall serve as Center Manager. The Bureau shall provide the management personnel and general staff necessary for the operation of the Center. 1.2 Building Operation and Maintenance The Bureau shall keep and maintain all portions of the Center and surrounding grounds in an attractive, clean, sanitary, and usable condition at all times. Maintenance shall include, but not be limited to: keeping the sidewalks and the parking area of the Center free and clear of snow, ice, and other obstructions; keeping the grass, lawn, flowers, and shrubbery of the Center adequately watered and in good order and condition; replacement of broken glass; maintaining all wiring, lighting fixtures, plumbing, drainage, heating, and air conditioning in good order and condition; repair of damage resulting from vandalism or accidents. The expected costs of said maintenance should be included in the annual Center Operations Budget described in Section 3.2 of this Agreement. Minor repairs will normally be paid through use of a requisition or purchase order on City funds. Upon termination of this Agreement, the Bureau shall surrender the Center surrounding premises to the City in as good a condition as such were at the commencement of the Agreement, reasonable wear and tear excepted. 2 1.3 Major Repairs No alterations, remodeling, major repairs (repairs in excess of $2,500.00), and capital improvements to the Center and the surrounding grounds will be performed or constructed without the written approval of the City. The costs of such alterations, remodels, major repairs, and capitol improvements shall be borne by the City. 1.4 Use, Development and Improvement Recommendations The Bureau shall annually obtain the written recommendations of the Center Advisory Commission regarding the long range use and development of the Center, and concerning Center improvements (including methods of financing and leasing arrangements).Thereafter, the Bureau shall submit same to the City Council for their review and approval or modification. 1.5 Center Rental Rate Schedule The Bureau shall annually submit a recommended rental rate schedule for use of Center space for the upcoming fiscal year to the Center Advisory Commission for their review and approval or modification. The Bureau shall submit same to the City Council for their review and final approval or modification. The approved rental rate schedule shall be made a part of the Center Policies, Rules and Regulations. II. CENTER PROMOTION 2.1 Center Promotion Activities The Bureau shall engage in certain specific activities designed to promote conventions, trade shows, related events and tourist activities designed to increase use of the Center and to generate sales tax revenues of direct benefit to the City, including: (a) Sales efforts using maps, brochures, slides, etc.; (b) Conducting sales calls and attending receptions to develop tourist ' and convention business; (c) Prepare and include appropriate materials for bid packets submitted to prospective convention or trade show planners; (d) Participate in conventions and trade shows which provide opportunities to promote Yakima and the Center, including membership of Bureau personnel in organizations related to the operation or promotion of convention facilities; 3 Conduct an ongoing promotion campaign to showcase the Center and maintain community visibility to prospective tourists and convention planners; Advertise the Center in appropriate journals, directories, travel guides, etc., which may promote its use; Work with travel writers, tour operators, etc., as part of the implementation of a tourism development plan; and Other activities complimentary to those things listed above, which are reasonably calculated to promote tourism in the Yakima area and increase utilization of the Center III. FINANCIAL OPERATION 3.1 Records and Accounts The Bureau agrees to maintain financial records and accounts in accordance with generally accepted accounting practices consistent with the methods of financial reporting used by the City. Because revenues and expenditures for maintenance, operation and promotion of the Center are an integrated part of the City's regular financial system, the Bureau shall utilize, to the fullest practical extent, the City's accounting system and data processing forms. The City shall make forms, materials, equipment and supplies readily available to the Bureau in the same manner as other enterprise funds of the City. Financial records pertaining to the Center shall be open and available for inspection by the City Manager or his designee during working hours. The Bureau shall also provide such periodic financial reporting as the City requires, including, but not limited to, an annual financial report. Inasmuch as funds received and expended for the operation of the Center are "public funds", they shall be accounted for as such and are subject to audit by the State Auditor. 3.2 Center Budget With assistance from the City Manager and/or his staff, the Bureau shall annually submit to the City a proposed Yakima Convention Center Operating Budget ("Budget")during the City Council's normal budget preparation cycle. For budget purposes, the Center is treated like any other City department as to timing, form of the budget document and internal review by the City. The Budget shall be divided into following three categories: (a) Yakima Center Management Budget. This category includes allocated funds for payment of salaries, personnel wages and associated costs of maintaining the Center staff and employees. 4 (b) Yakima Center Operations Budget. This category includes allocated funds to cover the costs of the Center's daily operations, including routine and minor repairs, general building maintenance, utility bills, insurance coverage, costs to performs the duties described in Section 1.2, and other reasonable and foreseeable costs associated with operating and maintaining the Center. (c) Yakima Tourism Promotion Budget. This category includes funds allocated to cover reasonable and necessary costs and expenses associated for professional, consultant, promotion and marketing services described in Section 2 of this Agreement. 3.3 Purchase of Equipment, Materials and Supplies The Bureau shall comply with City purchasing policies, procedures and instructions in purchasing equipment, materials, and supplies necessary for the operation and maintenance of the Center. The Bureau shall purchase all such equipment, materials and supplies in the name of the City. Should the Bureau advance any of its own funds for reasonable and necessary repairs, those expenses shall be reimbursed by the City to the Bureau. 3.4 Deposit of Center Income On or before the 10th day of each month, the Bureau shall deposit with the City Finance Department all revenue of the Center derived during the preceding month. A separate account shall be maintained by the Center for Box Office receipts. The Center Manager or his/her designee is authorized to issue funds from this account, as required. Any "excess" (income over expenses) in this account shall also be deposited with the City in the manner described above. IV. INSURANCE 4.1 Commercial Liability Insurance On or before the date this Agreement is fully executed by the parties, the Bureau shall provide the City with a certificate of insurance as proof of commercial liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of information only and confers no right upon the certificate holder" shall be deleted). Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City thirty (30) calendar days 5 prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. 4.2 Commercial Automobile Liability Insurance On or before date this Agreement is fully executed by the parties, the Bureau shall provide the City with a certificate of insurance as proof of commercial automobile liability insurance with minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of information only and confers no right upon the certificate holder" shall be deleted). Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. 4.3 Directors and Officers Liability Insurance The Bureau shall obtain a Directors and Officers Liability insurance policy with a minimum limit of One Million Dollars ($1,000,000.00) and a maximum retention of Five Thousand Dollars ($5,000.00). On or before the effective date of this Agreement, the Contractor shall provide the City with a true and correct copy of said insurance policy. The definition of insured under said policy shall include the Contractor, its individual directors, officers, trustees, employees, and volunteers. Said policy shall have a retroactive date on or before the effective date of this Agreement. Coverage under said policy shall remain in full force and effect for a three (3) year period after the expiration/termination date of this Agreement with the same retroactive date either through renewal policies or "tail" coverage on the current policy. 4.4 Fire Casualty & Extended Coverage Insurance The City shall maintain all necessary fire, casualty and extended coverage insurance on the building and its contents in such amount as the City deems appropriate. Any funds derived from such insurance shall be used to repair or replace the damaged items or property, except should the property as a whole be damaged to the extent of over fifty percent (50%) of its value, either party may cancel this agreement by written notice to the other within sixty (60) days following the damage. 6 4.5 Fidelity Bond. Employee dishonesty coverage or a fidelity bond will be obtained in the amount of Fifty Thousand Dollars ($50,000.00). The policy will cover claims resulting from employee theft of money associated with the performance of this Agreement. The policy will be written on a blanket basis covering all employees, or upon prior approval by the City, on those employees having access to funds. A copy of the policy will be furnished to the City. 4.6 Waiver of Subrogation The Bureau and the City hereby release and discharge each other from and against all liability arising either from fire loss or extended coverage or damage caused by any of the perils covered by insurance policies which are in force at the time of such loss or damage, even though such loss or damage may be due to negligence or neglect by either the Bureau or the City or agents or employees of either. It is expressly understood and agreed that it is the intention of the parties that this provision constitutes a waiver and release of any and all subrogation rights which the insurance parties or the parties may have by virtue of law or contract. 4.7 Indemnification (a) The Bureau agrees to protect, defend, indemnify, and hold harmless the City, its elected officials, officers, employees and agents from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses (including attorneys' fees and disbursements) caused by or occurring by reason of any negligent act and/or omission of theBureau, its officers, employees, agents, and/or subcontractors, arising out of or in connection with the performance of this Agreement. (b) In the event that both the Bureau and the City are negligent, the Bureau's liability for indemnification of the City shall be limited to the contributory negligence for any resulting suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees) that can be apportioned to the Bureau, its officers, employees, agents, and/or subcontractors. (c) Nothing contained in this Section or this Agreement shall be construed to vest a right of indemnification in any third party. 4.8 No Insurance provided by City It is understood the City does not maintain liability insurance for the Bureau and/or its officers, employees, agents, instructors, and/or subcontractors. 7 V. PAYMENTS 5.1 Center Management Fee The City agrees to pay an annual management fee of Three Hundred and Twelve Thousand Dollars ($312,000.00) to the Bureau as compensation during 1999 for providing the Center management and operations services and oversight of building maintenance and repair as described in Section 1 of this Agreement. The fee shall be paid in twelve (12) equal monthly installments. The City shall make each payment to the Bureau by the 10th day of each month. The Bureau may request, through the budget process described in Section 3.2 of this Agreement, an annual adjustment of the management fee for each year of this Agreement beyond 1999. 5.2 Center Promotions Fee The City agrees to pay an annual promotions fee of One Hundred and Forty Thousand Dollars ($140,000.00) to the Bureau as compensation during 1999 for providing the Center promotion services/activities described in Section II of this Agreement. The fee shall be paid in twelve (12) equal monthly installments. The City shall make each payment to the Bureau by the 10th day of each month. The Bureau may request, through the budget process described in Section 3.2 of this Agreement, an annual adjustment of the management fee for each year of this Agreement beyond 1999. VL MISCELLANEOUS 6.1 Center Policies, Rules and Regulations The Center Manager and the Bureau shall comply with the approved Center Policies, Rules and Regulations ("Rules") regarding use of the Center. The complete text of such rules shall be kept on file at the City Clerk's office and the Bureau office, and made available for public review during normal business hours. The Bureau shall annually obtain recommendations from the Center Advisory Commission regarding any potential modifications and/or additions to the Rules. Within fifteen (15) calendar days of receipt of said recommendations, the Bureau shall submit these recommendations to the City Manager for his review and approval. 6.2 Prohibition Against Use of Free Tickets The use of free event tickets by the Bureau is prohibited except for the purpose of attracting prospective performances and events at the Center; in all other cases, the Bureau shall account to and reimburse the City for any free tickets. 8 6.3 Report of Activities The Bureau shall submit to the City Council during February of each year a written report addressing management, operational and promotion aspects of its performance of this Agreement during the prior year. 6.4. Inspection of Center and Surrounding Premises The City and City's agents or designates shall have the right to enter and inspect the Center and surrounding premises at all reasonable times. 6.5 Subcontracts The City Council hereby authorizes the Center Manager to enter into contracts for the use of the Center as are necessary and are in accordance with adopted rules regarding Center use. All subcontractors for the operation of the Center shall perform their contractual duties, services and activities in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise, and the Center Policies, Rules and Regulations. 6.6 Independent Contractor In performing this agreement, the Bureau is an independent contractor, not subject to control or direction from the City except for such oversight as is herein described and set forth by City ordinance. All employees at the Center shall be employees of the Bureau and shall make no claim of City employment nor shall claim against the City any related employment benefits, social security, and/or retirement. 6.7 Non -Discrimination During the performance of this Agreement, the Bureau shall not discriminate on the basis of race, age, color, sex, religion, national origin, creed, marital status, political affiliation, or the presence of any sensory, mental or physical handicap. This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of services under this Agreement. 6.8 The Americans With Disabilities Act The Bureau agrees to comply with the Americans With Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. ("ADA"), and its implementing regulations. The .ADA provides comprehensive civil rights to individuals with disabilities in the area of employment, public accommodations, state and local government services, and telecommunications. 9 6.9 Compliance With Law The Bureau agrees to perform all duties, services and activities under and pursuant to this Agreement in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. 6.10 Assignment This Agreement, or any interest herein, or claim hereunder, shall not be assigned or transferred in whole or in part by the Bureau to any other person or entity without the prior written consent of the City. In the event that such prior written consent to an assignment is granted, then the assignee shall assume all duties, obligations, and liabilities of Bureau as stated herein. 6.11 Severability If any portion of the Agreement is changed per mutual agreement or any portion is held invalid, the remainder of the Agreement shall remain in full force and effect. 6.12 Non -Waiver The waiver by the Bureau or the City of the breach of any provision of •this Agreement by the other party shall not operate or be construed as a waiver of any subsequent breach by either party or prevent either party thereafter enforcing any such provision. 6.13 Notices Unless stated otherwise herein, all notices and demands shall be in writing and sent or hand -delivered to the parties at their addresses as follows: To City: To Bureau: City Manager City of Yakima 129 N. 2nd St. Yakima, WA 98901 or to such addresses as the parties may hereafter designate in writing. Notices and/or demands shall be sent by registered or certified mail, postage prepaid or hand - delivered. Such notices shall be deemed effective when mailed or hand -delivered at the addresses specified above. 10 6.14 Term of Agreement This Agreement is for an indefinite duration and shall continue in effect until terminated, with or without cause, by either party giving at least ninety (90) days written notice to the other. 6.15 Survival Any provision of this Agreement which imposes an obligation after termination or expiration of this Agreement shall survive the term or expiration of this Agreement and shall be binding on the parties to this Agreement. 6.16 Integration and Supersession This Agreement sets forth all of the terms, conditions, and agreements of the parties relative to the subject matter hereof and supersedes any and all such former agreements which are hereby declared terminated and of no further force and effect upon the execution and delivery hereof. There are no terms, conditions, or agreements with respect thereto, except as herein provided and no amendment or modification of this Agreement shall be effective unless reduced to writing and executed by the parties. 6.17 Governing Law This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. 6.18 Venue The venue for any action to enforce or interpret this Agreement shall lie in the Superior Court of Washington for Yakima County, Washington. 11 Executed at Yakima, Washington, the day and year first above written. CITY OF YAKIMA, WASHINGTON YAKIMA VALLEY VISITORS AND CONVENTION BUREAU, INC. By: J R. A. ATTEST: City Manager Zais, Jr. City Clerk City Contract No. 99-32 Resolution No. R-99-28 12 By:�-� By: President of the Board BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No.: i For Meeting of: March 16, 1999 ITEM TITLE: Resolution Authorizing Execution of new "Yakima Center Management and Promotion Agreement SUBMITTED BYam Cook, Director of Community and Economic Development Paul McMurray, Assistant City Attorney Kathy Coffey, Center General Manager CONTACT PERSON/TELEPHONE: William Cook/ 575-6113 SUMMARY EXPLANATION: The Yakima Center Management and Promotion Agreement governs the management of the Yakima Convention Center and is an agreement between the City and the Visitor's and Convention Bureau. This document has been reviewed by the Yakima Center Advisory Commission, Yakima Valley Visitors and Convention Bureau's Executive Committee, the Center's private counsel and the City's legal staff. The purpose of revising this document is to recognize and clarify the policies and procedures and management expectations of the City and the Visitor's and Convention Bureau. The attached agreement with the Yakima Valley Visitors and Convention Bureau incorporates the changes as approved by all partners involved. The Resolution authorizes execution of the new agreement Resolution X Ordinance_ Contract X Other Specify Center Management Agreement, Center License Agreement and Center Rules, Rates & Regulations Funding Source: APPROVAL FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Approve resolution BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: PRESIDENTS REPORT - The Board and Staff of the Yakima Valley Visitors and Convention Bureau would like to take this opportunity to thank all organizations who have lent their support throughout 1998 and helped make it a record breaking year. Without your generous donations of services and products we wouldn't be able to promote the Yakima Valley as a tourist and con- vention destination. Your staff has worked hard this past year to ensure the success of the newly renovated Yakima Convention Center. Records were set in every category: event days, attendees, future days booked and total revenue. Your Tourism Department has been attending travel shows and media blitzes this past year to make sure that our re- gion is standing out above the rest. In fact, our region has been written up in many travel magazines, which is free ad- vertising for all of us throughout the Val- ley. Again, none of this would be pos- sible without your support. Thank you. Sincerely, Skip Semon Board President 350 300 250 200 150 100 50 0 Event Days 1997 1998 120000 100000 80000 i 60000 40000 20000 - 0 Attendees 1997 1998 of Directors- Skip irectors Skip Sebum President Don Schussler Est Vice President Chris Wollner 2nd Vice President I)eb Krautwurm Secretary -Treasurer Gary Lukehart` Nancy Do!rr Barb Dendron. Henry Beauchamp Dave 1.)io11 John (:asperetti.,. Lana Cowley Greg Luring Irene Gutierrez` �Iike Broadhead John Fisher Nick Hughes Senator Alex I)eccio Shane Williams Jin) Lewis Odessa Johnson YAKIMA VALLEY FAMILIARIZATION TOURS - • Washington State Bloomin' Fam Tour ® Hugh Taylor, Broadcaster & Journalist - Scotland • Niria Young - Carnyx Group - Scottish Travel Writer t Ttinrairl A Ir ft t-rnar'h Fam ® Eri Hanzawa - Japanese Tourism Specialist • German travel book - and der Pazifische Nordwesten, Ms. Brinke and Mr. Kraenzie ® Galaxy Radio - European radio show - Nik Walshe and Sarah Pudney • Women's Day Magazine - Ann Fritz O Working Mom Magazine O Australian Motorcoach Fam EDITORIAL WRITE-UPS Magazines Sunset Magazine Destinations - WA, D.C. Northwest Travel Seattle P.I. Journey Magazine Touring & Tasting Great American Wines Washington CEO Magazine Oregon Coast Magazine Washington State Winter Field Guide WA State Spring/Summer Field Guide America (German publication) ADVERTISING Newspapers Seattle Post Intelligencer Statesman Journal The Bremerton Sun The Columbian The Seattle Times Yakima Herald -Republic Toppenish Review Yakima Business Journal Placements for 1998 were: 1998 WA St. Lodging & Travel Guide AAA Journey Magazine March/April issue Northwest Travel April issue Sunset April issue MEDIA BLITZES - The Yakima Valley was represented in New York, Seattle, Bellevue, Olympia, and Vancouver in 1998. Specific appointments were completed with editors or travel writers at newspapers or magazines in each of these cities. Results of these calls were beneficial for both editorial coverage and relationship building. Direct results to date include: full section spread in the Seattle Times. This twelve page section, Food and Travel, featured Yakima Valley Wines and agriculture for most of their editorial. Brian Clark of the Olympian also wrote an article that ran in the Statesman Journal (Oregon). This too was a direct result of media appointments. A front cover page featur- ing Marketing a Region graces the pages of The Columbian, (Vancouver). YAKIMA VALLEY VISITOR INFORMATION CENTER The Bureau serves as a year-round Visitor Information Center to accommodate eler inquiries. All visitor inquiries are tallied and monitored each month. Requests information fell slightly in 1998. Telephone inquiries rose from 2,880 inquiries to 3,670, requests by mail fell from 3,870 to 2,911. In person inquiries went from 10,624 to 10,300 in 1998. .DUAL LUNCHEON - This year's annual luncheon featured the topic Customer Service. A 2.5 hr workshop was held in the morning with the Annual Luncheon following. Nearly 125 people at- tended the luncheon to listen to speaker Randy Morgan discuss the ins and outs of Cus- tomer Service. HOLIDAY RECEPTION - This annual event gives our membership an opportunity to see the Valley's many wonderful tourist attractions. It also offers an excellent venue for tour and travel related businesses to share their goods and services to our local community. The 1998 Silent Auction generated $18,414.00 in gross revenues, and $14,554.26 net. The net income was 34% over what was set for a goal. Gross Revenues 20,000 T-- 15,000 -15,000 10,000 5,000 0 1998 Board Members Continued Rob Phillips Mike Larson Chuck Kilwein Jim Southworth Gary Myhre Nathan Kwak 1997 1998 Dick Ostrander Chairman MEMBERSHIP PUBLICATIONS - Al Visitors Guide: This full color, glossy annual publication is an important ele- ment in attracting people to the Yakima Valley. It serves not only as a tourism tool, but also as a reference guide for tourists, convention delegates and others. AI Newsletter: This monthly publication is distributed to all members of the Bu- reau, as well as county, city and legislative officials. It contains information on Bureau news and events, the visitor industry and community information. Ai Convention I>igest: It is a valuable marketing tool available exclusively to Bureau members. This confidential digest provides a biannual compilation of up- coming meetings and conventions throughout the Yakima Valley. Al Antique Map: A map of area member antique shops available at the Bureau office and participating antique dealer locations. r GOLF TOURNAMENT - The Golf Tournament is one of the VCB's annual fund- r56cers. The 1998 Golf Tournament had 102 golfers par- ating and a total net income of nearly $9,000. Gross .;me for 1998 was $14,025. 14,050 14,000 13,950 13,900 13,850 13,800 Gross Revenues Dick Eckel Tim Peterson Bill Cook 0 Skip Semon Mike Larson Mel Lewis Glenn Rice 1997 1998 SUMMARY The year overall was unparalleled to any other, from the numbers that were gener- t 11tthat h t.t is athegener- ated, to all the, records were broken, the comments we received and business that re -honk -eel Reviewing the ver hrinac many thnnahtc to minrl 1 nnkina hark it wag a year of excitement, challenges, learning and reward. The process continued as complete Policy & Procedure manuals were written and put into effect along with revised contracts, rules & regulations. The management con- tract was reviewed, revised and implemented. Property acquisition for additional parking at the Yakima Convention Center became a reality in 1998 with plans for future expansion. In closing, 1998 was a phenomenal year for the first fiscal year of operation after the expansion. s SALES ACTIVITIES HIGHLIGHTS IN 1998 • Generated and booked nearly 30,000 room nights of new business for the Yakima Valley. ® Hosted 65 local meeting planners for a Holiday Appreciation Luncheon. O Secured the 1999 State 2A Basketball and the 1998 and 1999 State 2A Volleyball Championships totaling over $1.5 million in estimate economic impact. • Secured a Board position for the second straight year with the Washington Soci- ety of Association Executives. • Secured two (2) Watchtower events for 1999 during a slow time of the year, totaling over $1.2 million in estimated economic impact. SAMPLE OF 1998 CONVENTIONS Group # of People WAMOA 450pp1. WA Healthcare Assn. 600ppl. Harley Owners Group I,000ppi. WA State Medical Assn. 500ppl. Public School Empl. Assn. 900ppl. FUTURE CONVENTIONS Convention confirmed: Delegates: Room nights: Estimated Economic Impact $99,000 $1.32,000 $150,000 $110,000 $198,000 251 118,941 94,632 Estimated economic impct: $24.7M Future Conventions Confirmed 260 250 240 230 220- 210 200 - 1997 1998 Yakima Vallee Visitors Convention Mission Statement: to attract conventio delegates and tourist fi dollars to the akima Valley thereby incr `ng the Valle economy. YTD 1998 YTD 1997 1 % CHANGE Event Days 327 249 +31.3% Attendees 109,958 85,739 +28.2% Future Days Booked 430 353 +21.8% Total Revenue $423,360 $370,333 +37.7% SUMMARY The year overall was unparalleled to any other, from the numbers that were gener- t 11tthat h t.t is athegener- ated, to all the, records were broken, the comments we received and business that re -honk -eel Reviewing the ver hrinac many thnnahtc to minrl 1 nnkina hark it wag a year of excitement, challenges, learning and reward. The process continued as complete Policy & Procedure manuals were written and put into effect along with revised contracts, rules & regulations. The management con- tract was reviewed, revised and implemented. Property acquisition for additional parking at the Yakima Convention Center became a reality in 1998 with plans for future expansion. In closing, 1998 was a phenomenal year for the first fiscal year of operation after the expansion. s SALES ACTIVITIES HIGHLIGHTS IN 1998 • Generated and booked nearly 30,000 room nights of new business for the Yakima Valley. ® Hosted 65 local meeting planners for a Holiday Appreciation Luncheon. O Secured the 1999 State 2A Basketball and the 1998 and 1999 State 2A Volleyball Championships totaling over $1.5 million in estimate economic impact. • Secured a Board position for the second straight year with the Washington Soci- ety of Association Executives. • Secured two (2) Watchtower events for 1999 during a slow time of the year, totaling over $1.2 million in estimated economic impact. SAMPLE OF 1998 CONVENTIONS Group # of People WAMOA 450pp1. WA Healthcare Assn. 600ppl. Harley Owners Group I,000ppi. WA State Medical Assn. 500ppl. Public School Empl. Assn. 900ppl. FUTURE CONVENTIONS Convention confirmed: Delegates: Room nights: Estimated Economic Impact $99,000 $1.32,000 $150,000 $110,000 $198,000 251 118,941 94,632 Estimated economic impct: $24.7M Future Conventions Confirmed 260 250 240 230 220- 210 200 - 1997 1998 Yakima Vallee Visitors Convention Mission Statement: to attract conventio delegates and tourist fi dollars to the akima Valley thereby incr `ng the Valle economy.