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1996-0930_CHAMBER OF COMMERCE, SJC_Staff Memo_Addl Info r MEMORANDUM September 30, 1996 TO: George Scarborough, City Manager FROM: Mechelle Lawrence, Economic Development Administrator V\\''' SUBJECT: October 1, 1996 City Council Agenda Item (Gla) regarding Visitor's Bureau and MOU between the City and Chamber of Commerce for providing Visitor Related Services. Attached is a revised contract for Agenda Item Gla. The contract reflects more specificity with regard to insurance requirements for the Chamber of Commerce. ml Attachment C:\WPWIN60\EDWBTCC.MGS FOR CITY COUNCIL AGEN A°. zewatte c;i47)( 3, MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING(the "Memorandum") is made this / ` day of October, 1996, by and between the CITY OF SAN JUAN CAPISTRANO (the "City") and the SAN JUAN CAPISTRANO CHAMBER OF COMMERCE (the "Chamber"). WITNESSETH: • WHEREAS, the City has identified and endorsed a series of goals and objectives for visitor services for the community; and WHEREAS, the Chamber has demonstrated the ability to properly follow-up and give consideration to inquiries made relative to the various activities of the City; and WHEREAS, such activities are recognized by law as being in the public interest and serving a public purpose. NOW, THEREFORE, City and Chamber, for the consideration set forth below, agree as follows: SECTION 1. The term of this Memorandum shall be from July 1, 1996 through June 30, 1997 (the "term"). SECTION 2. The City shall fund to the Chamber the amount of Twenty-Five Thousand Dollars ($25,000.00) for the term of this Memorandum. SECTION 3. The Chamber shall diligently advertise and promote the community of San Juan Capistrano and respond to visitor inquiries and requests for information and shall carry out activities consistent with the goals and objectives described in Attachment "A", attached hereto and incorporated herein by reference. SECTION 4. In no event shall any of the funds described above be used for political purposes. SECTION 5. The Chamber shall provide a written report to the City on or before April 30, 1997, containing the following information for the time period from October 1, 1996 through 1 1 H , , 1997: 1. The number of visitor-related telephone calls handled with an estimated breakdown on a monthly basis. 2. The number of special events the Chamber was involved in to attract visitors to the community. MEMORANDUM OF UNDERSTANDING CHAMBER OF COMMERCE VISITOR SERVICES OCTOBER 1, 1996 PAGE 2 3. The number of tour groups assisted. 4. A summary of tourism activities and general services provided. SECTION 6. Chamber shall maintain in full force and effect comprehensive general liability coverage, including premises operations, products/completed operations, broad form property damage and blanket contractual liability in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. If Chamber employs employees to perform services under this Memorandum, Chamber shall obtain and maintain, during the life of this Memorandum, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. These policies shall not terminate, nor shall they be canceled nor the coverage reduced until after 30 days' written notice is given to the City. Prior to beginning work, Chamber shall provide to City certificates of insurance establishing that the required insurance coverages have been secured by Chamber. Chamber shall provide an endorsement to City establishing that City has been legally added as an additional insured to the insurance policies required under this Memorandum. SECTION 7. Chamber shall defend, hold harmless and indemnify City and all officers and employees of the City from all costs and claims for damages to real or personal property or personal injury to any third party resulting from the activity of itself, employees or its agents. SECTION 8. At all times during the term of this Memorandum, Chamber shall be an independent contractor and shall not be an employee of the City. City shall have the right to control Chamber only insofar as the results of Chamber's services rendered pursuant to this Memorandum; however, City shall not have the right to control the means by which Chamber accomplishes services rendered pursuant to this Memorandum. All persons employed to provide services under this Memorandum shall be employees or contractors of Chamber and shall not be deemed employees of City for any reason or purpose. MEMORANDUM OF UNDERSTANDING CHAMBER OF COMMERCE VISITOR SERVICES OCTOBER 1, 1996 PAGE 3 IN WITNESS WHEREOF, the parties hereto have executed this Memorandum the day and year first hereinabove written. SAN JUAN CAPISTRANO CHAMBER OF COMMERCE By Tom Facon, Executive Director CITY OF SAN JUAN CAPISTRANO By George Scarborough, City Manager ATTEST: By: Cheryl Johnson, City Clerk APPROVED AS TO FORM: By: Richard K. Denhalter, City Attorney ATTACHMENT "A" VISITORS BUREAU GOALS & OBJECTIVES Note: All involved organizations (ie. Mission, Chamber, City are mentioned; however, the Chamber is lead participant as a result of Memorandum of Understanding terms and conditions). Goal #1: Enhance San Juan Capistrano's response to demands for visitor related information. Activities: 1) Chamber of Commerce and Mission Visitors Center to: 1) answer phone calls and correspondence requesting visitor related information and 2) provide written information and materials as needed and to facilitate visitor attendance. 2) Chamber and Mission to coordinate materials so similar packages are being sent in response to inquiries. Packages to include: Restaurant guide, shop & dine info guide, walking tour brochure, chamber map, mission info & schedule, lodging info, anything else relevant to request and time of year. 3) Mission to coordinate the construction of a visitor's info kiosk in front of the Mission entrance with Chamber of Commerce to stock materials. 4) Mission/Chamber/City to develop a unified calendar of events to appear in Chamber Newsletter, CV News,kiosk at depot, publications. Mission to send calendar once yearly to charter lines and organizations. 5) Mission/Chamber to develop comprehensive lists of organizations and charter lines for mailings. Goal #2: Enhance San Juan Capistrano's identity as a local, one-day destination to southern California and primarily, Orange County/San Diego travellers. Activities: 1) Chamber to take lead role in maintaining relationship with Amtrack/San Diego line and provide continuous information (fact sheets, guides, and materials) supportive of travel by train to San Juan Capistrano. 2) Chamber to provide Saturday morning coverage of depot area for arriving tourists and distribute maps and information about the City. 3) Mission to remain a member of, and market the City to Anaheim and San Visitors Bureau Objectives October 1, 1996 Page 2 Diego Convention centers and send annual invitation to visit City for fam tour. 4) Mission to work with travel writers and coordinate with Chamber for lodging, guided tour, information packet, and dining. 5) Chamber and Mission to work together and with travel buses to include lunches at nearby restaurants that can accommodate large crowd size. Goal#3: Extend the average stay of Mission visitors to include visits to other destinations in downtown area. Activities: 1) Identify key areas in town where visitor information should be distributed. Construct features/racks where possible. (Info to include: restaurant guide, antique guide, Los Rios Street Merchants info, Shop & Dine guide, etc.). 2) Chamber of Commerce to obtain merchant involvement in the information center and solicit information for continual stocking of coupon/information center outside Mission entrance. City to provide support where needed. 3) City to work with downtown merchants to extend hours of operation during summer months in order to extend the late afternoon Mission visitor's stay. Chamber to provide support as possible. Goal #4: Extend San Juan Capistrano's identity as a place to visit throughout California. Activity: 1) Chamber and Mission to work with tourism publishers to gain coverage of San Juan Capistrano in materials such as Triple A's Westways or The California Department of Tourism's regular publications. 2) Mission and Chamber of Commerce to develop a list of in flight magazines to coordinate coverage of San Juan Capistrano to flying travellers. 3) Mission to coordinate an exhibit at OC's John Wayne Airport. 4) City, Mission, and Chamber to identify uses in town that can accommodate large groups and include information with direct mailings. Goal #5: Extend San Juan Capistrano's overnight (hotel) market by increasing occupancy levels from 50% to 60%. Activities: 1) City/Chamber/Mission to promote San Juan Capistrano's location and proximity to Interstate 5 freeway as convenient for business traveller, increase business traveller use of existing hotels by advertisements in business journals and coordination with major employers in the tri-city area (San Juan Capistrano, Dana Point, San Clemente). Visitors Bureau Objectives October 1, 1996 Page 3 2) Utilize existing mailing lists generated by the Mission and Chamber to follow up with visitors to learn of experience and work toward improvements. 3) Work with tour groups to better identify overnight accommodations available in San Juan Capistrano via direct mail and personal contact. 4) Establish discounts with restaurants and hotels to encourage discount menus for hotel guests. 5) City to work with hotel owners to understand needs for rehabilitation and/or expansion. 6) Raise awareness with banquet facilities hosting weddings, parties, and other events about available convenient, inexpensive hotels available for travelling guests. (For example, Casa Romantica, Tivoli Terrace, El Adobe, etc.). 7) All above goals#1-#4 and activities will contribute to accomplishing goal #5. ML As of 9/18/96 C:\WPWIN60\ED\STR\VBTEAM.OUT