1997-0902_CHAMBER OF COMMERCE, SJC_Memorandum of Understanding MEMORANDUM OF UNDERSTANDING
THIS MF1469RANDUrvi OF UNDERSTANDING(the "Memorandum") is made this 2nd
day of SePtby 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, 1997 through June 30,
1998 (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,
1998, containing the following information for the time period from September 2, 1997 through May
15, 1998:
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 2, 1997
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
September 2, 1997
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
B d>vi
Tom Facon, Executive Director
CITY OF SAN JUAN CAPISTRANO
4 /
B —4-- ii_
tort.` 'carbc71 gh, City Manager
ATTEST:
By: ,rj. yt__.,
Cheryl Johns , Cit lerk .
APPROVED AS TO FORM:
1
By: a
Joh Shaw, City Attorney
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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) Mssion 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.
Visitors Bureau Objectives
September 2, 1997
Page 2
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.
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%.
Visitors Bureau Objectives
September 2, 1997
Page 3
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. (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 8/15/97
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