Loading...
HomeMy WebLinkAboutR-1991-D5868 Tourist Promotion AgreementRESOLUTION NO. A RESOLUTION authorizing and directing the City Manager and City Clerk of the City of Yakima to execute an agreement with the Yakima Valley Visitors and Convention Bureau for the management of the Center and tourism promotion. WHEREAS, the City owns a multipurpose convention facility called the Yakima Center which is presently managed by the Yakima Valley Visitors and Convention Bureau pursuant to an agreement between the City and Bureau, and WHEREAS, the parties desire to continue that existing relationship and provide for the continued management by the Yakima Valley Visitors and Convention Bureau of the Yakima Center according to the provisions, terms and conditions of the attached agreement and Appendix A, and WHEREAS, the City Council deems it to be in the best interests of the citizens of Yakima that the attached agreement be executed by the City, now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and City Clerk of the City of Yakima are hereby authorized and directed to execute an agreement with the Yakima Valley Visitors and Convention Bureau for the operation and management of the TD7 JRH.7 1 - 1/18191 Yakima Center and tourist promotion activities, a copy of which agreement, entitled "Yakima Center Management and Promotion Agreement," including Appendix A, is attached hereto and by reference made a part hereof. ADOPTED BY THE CITY COUNCIL this day of January, 1991. CL/ Al Li.. STT: CITY CLERK TD7 JRH.7 2 - 1/18/91 MAYOR YAKIMA CENTER MANAGEMENT AND PROMOTION AGREEMENT City of Yakima -- Yakima Valley Visitors and Convention Bureau THIS AGREEMENT executed this 30th day of January , 1991, by the City of Yakima, Washington, a municipal corporation, hereinafter called the City, and the Yakima Valley Visitors And Convention Bureau, a non-profit corporation, hereinafter called the Bureau, WITNESSETH: WHEREAS, the City owns a multipurpose exhibition, meeting, banquet and convention facility called the Yakima Center (hereinafter called the Center), and desires to engage the Bureau to manage the Center, and to generally promote the center as a convention and tourist facility, and whereas the Bureau desires to manage and promote the Center, all as provided by and in accordance with the provisions, terms and conditions of this agreement, now, therefore, In consideration of the premises and the mutual promises contained herein, and the mutual benefit and the benefit to the general public resulting from the performance of this agreement, the parties agree as follows: 1. CENTER PROMOTION A. In consideration of the services to be performed by the Bureau as contemplated by this agreement, the City agrees to pay the Bureau the amount of $50,000 annually. contingent upon the Bureau obtaining from membership fees an annual amount of $50,000 or more to apply to its program and efforts to promote convention and tourist activity. Payment shall be made in equal monthly installments on or before the 10th day of each month. The Bureau shall file in September of each year with the City Manager of the City a report of revenue received by the Bureau from membership fees for the previous year. B. In consideration of the payment by the City to the Bureau as provided by the foregoing paragraph, the Bureau agrees to extend the amount of money received by it pursuant to this agreement for the payment of operational expenses of the Yakima Center, and specifically for the advertising and promotion of the Yakima Center, as a convention and tourist facility. The promotion to be performed by the Bureau shall consist, at a minimum, of the following operations and expenditures related thereto: 1. Solicitation of rentals for the Yakima Center through the time and efforts of the Sales Director, the Services Coordinator and the Receptionist of the Bureau as well as other Bureau staff members as may be necessary. TD7 JRH.8 1 - 1/18/91 2. Sales promotions involving the preparation and distribution of brochures, press releases and other printed material advertising the Yakima Center. 3. Slide presentations, highlighting Yakima Center as a convention and trade show facility, presented to individuals and groups who may be prospective licensees of the Yakima Center facilities for conventions, trade shows, exhibitions, performances and other similar purposes. 4. Advertising by other various means and media for the purpose of promoting the Yakima Center as a convention and tourist facility, and attracting prospective licensees of the facility. 5. Membership of Bureau personnel in professional organizations related to the operation and promotion of convention center facilities. The operations, and expenses incurred and related thereto, all referred to above, shall generally consist of and be conducted according to the description of those operational functions as described on Appendix A attached hereto. C. The Bureau agrees to imprint upon brochures produced by it, from funds made available in this agreement, the words "Published by the Yakima Valley Visitors and Convention Bureau in Cooperation with the City of Yakima," or words of similar import. D. The Bureau shall submit to the City Council of the City a written report during the month of February of each year on efforts of the Bureau during the previous calendar year on the management, operations, maintenance and Promotions in its performance of this agreement, including an analysis of results of the Bureau's performance of its undertakings described in Appendix A attached hereto. This report shall also include a narrative description of the ensuing years operations. 11. CENTER OPERATIONS A. The Bureau shall occupy space in the Center for the management and operation of the Center. B. The Bureau will prepare and submit a proposed operating budget to the Yakima City Council each year covering the ensuing calendar fiscal year. Date of submission to be set by the City Manager. C. The Center Manager will submit a monthly report on Center operations to the City Manager. D. The Center Manager is hereby designated as the authorized person to requisition funds of the City for operation and maintenance of the Center; such expenditures, however, are subject to approval by the City Manager in accordance with the financial regulations on municipal finances and within the approved budget. TD7 JRH.8 2 -- 1/18/91 E. The Bureau shall be paid a management fee in accordance with the annual budget for the period January 1, to December 31, as full consideration for management services as provided for in this agreement. F. The Bureau shall operate the Center in accordance with all applicable laws, ordinances and regulations related to municipal operations and finances. G. All employees of the Center shall be employees of the Bureau. H. On or before the 10th day of each month, the Center shall deposit with the City Finance Department all revenue of the Center derived during the preceding month. L A separate account relating to Box Office events shall be maintained for performances, and the excesses from this account shall be deposited with the City Treasurer as specified in Section "H". The Center Manager or his designate is authorized to issue funds from this account as required. J. The Bureau shall use the City's purchasing system for acquisition of all equipment, materials and supplies, and everything shall be purchased in the name of the City. K. The Bureau shall utilize, to the fullest extent, the City's accounting system and date processing system forms. L. The City shall provide an amount annually for maintenance, operations, promotion and capital expenditures of the Center in conjunction with the annual City budget. Funds for the Center shall be derived from: 1. City and County Room Taxes not otherwise used for bonded debt service, and reserves therefrom, and not otherwise used for capital expenditures, and reserves therefrom. 2. Income derived from Center use. 3. Such other funds as the Yakima City Council may appropriate. M. Revenues and expenditures for the maintenance operation and promotion of the Center shall be a part of the regular financial system of the City as required by law. N. The City Manager and City Council will examine, revise if deemed necessary, and approve budgets presented to them by the Bureau for the promotion and maintenance of the Center. TD7 JRH.8 3 -- 1/18/91 0. The Center Manager shall annually update the rules and regulations governing the use of the Center, obtain the recommendation of the Center Advisory Commission regarding them and submit them to the City Council for consideration, approval or modification and final adoption. P. The City Manager will assist the Bureau in preparation and submission of a proposed annual budget and shall advise the City Council as to the amounts to be reserved by the City for debt service. Q. The City will be responsible for all major maintenance and capital expenditures for the Center. R. The City shall make forms, equipment, materials and supplies readily available to the Bureau as the Center management in the same manner as to other enterprise funds of the City. S. In order to provide adequate cash flow for the Bureau for payroll purposes, the City shall pay to the Bureau one twelfth of the current annual budgeted payroll on or before the 10th of each month in an amount equal to the previous month's actual Bureau Center personnel payroll. 111. MISCELLANOUS A. Rules And Regulations. The Center Manager on behalf of the Bureau shall comply with all City adopted rules and regulations for the use of the Center. The rules and regulations shall specifically provide that the Bureau shall account to the City for any free ticket issued by the Bureau to any event, and the Bureau shall reimburse the City therefor from the management fee provided for elsewhere in this agreement; provided, that any free ticket so issued by the Bureau shall be only for the purpose of attracting prospective performances and events at the Center. The complete text of the Center rules and regulations shall be on file in the City Clerk's office and the Bureau office for review at any reasonable time by the public. B. Affirmative Action. The Bureau shall operate the Center under the guideline of the City Affirmative Action Plan. C. Prevailing Wages. The Bureau and subcontractors of the Bureau must pay prevailing wages and minimum wages as provided by State and Federal law. D. Certified Payroll. The Bureau shall provide the City with a certified payroll, on a monthly basis, that reports on Affirmative Action and on prevailing wages. E. Insurance. The City shall obtain such physical damage and liability insurance as deemed necessary by the City covering the Center premises, and the premiums for such insurance shall be included as items in the Center budget. TD7 JRH.8 4 -- 1/18/91 F. Buildings and Grounds. The Center Manager shall provide for the day-to-day maintenance of the Center and all grounds, including all associated parking lots, of the Center, out of the funds budgeted for the operation and maintenance of the Center. G. Audit. Inasmuch as all funds received and expended for the operation of the Center are "public funds", they shall be accounted for as such and be subject to audit by the State Auditor. H. Subcontracts. The City Council hereby authorizes the Center Manager to enter into such contracts for the use of the Center as are necessary and in accordance with the adopted rules and regulations. All subcontracts for the operation of the Center shall be in accordance with the State law, City Charter, and City ordinances relating to contracting by the City. IV. TERMINATION OF AGREEMENT This agreement is for an indefinite duration, and shall continue to be effective until terminated by either party giving written notice to the other at least ninety (90) days before the termination to be specified in such notice. V. SUPERSESSION This agreement supersedes all earlier agreements between the City and the Bureau for the operation and maintenance of the Center. Executed at Yakima, Washington, the day and year first above written. CITY OF YAKIMA, WASHINGTON By: '-b ATTEST: City Clerk CITY C©F4TRAeT {l! -10 -.J g TD7 JRH.8 5 -- 1/18/91 City Manager YAKIMA VALLEY VISITORS AND CONVENTION BUREAU, INC. President APPENDIX A YAKIMA CENTER MANAGEMENT AND PROMOTION AGREEMENT I. MANAGEMENT The City agrees to pay the Yakima Valley Visitors and Convention Bureau $47,600 annually for the management of the Yakima Center. A portion of the $47,600 contributes toward the salaries of the General Manager, the Convention Sales Managers, Tourism Director, Receptionist/Secretary, Bookkeeper and Travel Coordinator. A major function of these people is the promotion of the City of Yakima for tourism and conventions business which in turn increase rentals for the Yakima Center and the local Room Tax base. Because these people are an essential ingredient in the operations of the Yakima Center, it can rightfully be said that approximately one-half of these salaries are justifiably taken from the $47,600. II. DESCRIPTION QF PROMOTION EFFORTS RELATIVE TO THESE SALARIES General Manager -- Responsible for the management of the operations, maintenance and promotion of the Center. Convention Sales Managers -- Identify, pursue and book meeting and convention business. Secretary/Receptionist -- Responsible for processing the paperwork generated by the General Manager in regard to the management of the Center. Bookkeeper -- This position handles all paperwork related to purchasing, accounting and payroll for the Yakima Center. Tourism Marketing Director -- Responsible for encouraging leisure travel and tour group business to Yakima and the Yakima Valley. Travel Counselor -- Responsible for greeting visitors and providing information to inquiries regarding the Center and activities and attraction in Yakima and the Yakima Valley. TD7 JRH.6 1 1/18/91 III. PROMOTION In consideration of the services to be performed by the Bureau as contemplated by this agreement, the City agrees to pay the Bureau the additional amount of $50,000 annually, contingent upon the Bureau obtaining from its membership fees an annual amount of $50,000 or more when it shall apply to its program and efforts to promote convention and tourist activity. A. Convention Sales -- Sales efforts involving the use of maps, brochures, correspondence, press releases, slide presentations and photographs. Sales efforts involving time, which is compensated by wages. It also involves travel in which the transportation expenses, food and lodging are covered by the promotion funding. Sales calls and receptions in Olympia to develop leads through client/prospect contact. Slide presentations by the Bureau including the City highlights, its various seasonal faces and inviting uses. Identifying and researching convention and meeting leads for further solicitation by continually working over 13,000 sales files. Inclusion of the Yakima Center in various bid packets highlighting the Center and the City of Yakima to prospective convention delegates. Present convention bids to site committees, boards, or membership meetings as needed. Participation at conventions and trade shows highlighting Yakima and the Yakima Center as a convention site. Conduct an ongoing promotional advertising campaign to showcase the Yakima Center and to keep it highly visible to perspective licensees. Advertise the Yakima Center in appropriate journals, directories, guides concerned with public meeting facilities. TD7 JRH.6 2 1/18/91 Distribute convention bid packets containing brochures and literature highlighting the Yakima Center. Conduct direct mail campaigns to reach former and prospective licensees of the Yakima Center. B. Tourism Development -- A staff person responsible for implementation of a tourism marketing plan. Trade show participation with an emphasis placed on reaching tour operators and travel agents. Implementation of a tourism media strategy to include cooperative advertising. Developing special events and promotions. Provide training for front line employees throughout the Valley. Familiarization trips for travel writers, tour operators, travel agents. Participation and promotion of the Valley during National Tourism Week. Developing a four color brochure promoting the Valley to be used as a "lure piece" at Visitor Information Centers throughout the State. C ADVERTISING In consideration for an additional $40,000 annually, the Bureau shall: Administer an ongoing promotional campaign entitled: "Positive Promotional Campaign," for the general purpose of informing, educating, attracting and promoting business and expanded tourist interest in the Yakima area. Payment of this amount is separate from the promotion and management fees herein and will be paid immediately upon execution of this agreement. TD7 JRH.6 3 1/18/91