1998-0901_CHAMBER OF COMMERCE_Memorandum of Understanding --,
MEMORANDUM OF UNDERSTANDING
THIS MEMORANDUM OF UNDERSTANDING (the "Memorandum") is made this
day of`1%1by 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 September 1, 1998
through June 30, 1999 (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
May 30, 1999, containing the following information for the time period from September 2,
1998 through May 31, 1999:
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
September 1, 1998
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
MEMORANDUM OF UNDERSTANDING
CHAMBER OF COMMERCE VISITOR SERVICES
September 1, 1998
PAGE 3
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.
IN WITNESS WHEREOF, the parties hereto have executed this Memorandum the
day and year first hereinabove written.
SAN JUAN CAPISTRANO
CHAMBER OF COMMERCE
Tom Facon, Executive Director
CITY OF SAN JUAN CAPISTfkANO
By
Gil _d-Ones, Mayor
ATTEST:
By:(th})
eryl Joh fon, ' ity Clerk
APPROVED AS TO FORM:
By:
John Shaw, S ity 'ttorney
C'\MECHELLE\ED\COC\VISER98.MOU
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) Chamber and Mission to coordinate the construction of a visitor's info
kiosk in front of the Mission entrance with Chamber of Commerce to
stock materials. (Completed fy 97-98)
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. (Completed fy 97-98)
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.
Visitors Bureau Objectives
September 1, 1998
Page 2
2) Chamber to provide as much as possible Saturday morning coverage
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 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.
Visitors Bureau Objectives
September 1, 1998
Page 3
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).
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.
7) All above goals#1-#4 and activities will contribute to accomplishing
goal #5.
ML
As of 8/3/98
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