HomeMy WebLinkAboutR-1992-D6048 Visitor and Convention Center•
RESOLUTION NO. D 6048
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 - 1/10/92
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
!Qiiz�k� ,1992.
ATTEST:
. CITY CLERK
TD7 JRH.7
2 -• 1/10/92
Q/t
MAYOR
•
•
•
YAKIMA CENTER MANAGEMENT AND PROMOTION AGREEMENT
City of Yakima -- Yakima Valley
Visitors and Convention Bureau
THIS AGREEMENT executed this a day of
` ck.),\-�Arn , 1992, 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:
I. 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 $60,000 in 1992 and $70,000 in 1993. contingent upon the Bureau obtaining
from membership fees an annual amount of $60,000 in 1992 and $70,000 in
1993 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 JRKB
1 -- 1/10/92
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.
II. 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 -- 1/10/92
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.
I. 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 data 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 -- 1/10/92
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.
III. 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 -- 1/10/92
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:
ATTEST:
City Clerk
TD7 JRH.8
5 -- 1/10/92
Cid Manager
YAKIMA VALLEY VISITORS AND
CONVENTION BUREAU, INC.
`('�
`. General Manager
APPENDIX A
YAKIMA CENTER MANAGEMENT AND PROMOTION AGREEMENT
I. MANAGEMENT
The City agrees to pay the Yakima Valley Visitors and Convention
Bureau $77,600 annually for the management of the Yakima Center. A
portion of the $77,600 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 $77,600.
II. DESCRIPTION OF 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
1/10/92
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
amount of $60,000 in 1992 and $70,000 in 1993, contingent upon the
Bureau obtaining from its membership fees an annual amount of $60,000
in 1992 and $70,000 in 1993 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
1/10/92
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
1/10/92