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Purchase of Services Agreement_Convention and Visitors BureauTHE CTTY OF Dubuque a DUB E Masterpiece on the Mississippi 2007 June 19, 2009 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Purchase of Service Agreement -Dubuque Area Chamber of Commerce Convention and Visitors Bureau During the Fiscal Year 2010 budget process, the Mayor and City Council provided $783,654 for a Purchase of Service Agreement with Dubuque Area Chamber of Commerce Convention and Visitors Bureau. Budget Director Jennifer Larson is recommending that a Purchase of Services Agreement be executed with the Dubuque Area Chamber of Commerce Convention and Visitors Bureau in the amount of $783,654. This amount represents 50 percent of the hotel/motel tax received by the City for the period of October 1, 2007, through September 30, 2008, net of the sixth of ten marketing loan debt payments, per agreement, as approved by the City Council during the Fiscal Year 2010 budget process. In FY 2003, this agreement was expanded (Exhibit B) to include greater City Council involvement in review of the marketing plan and budgeting process for the use of these City funds. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jml Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jenny Larson, Budget Director THE CITY OF Dubuque --... '~ ~T T~ ~ AIFNnericaC~Y ~„J t Masterpiece on the Mississippi 2007 June 19, 2009 TO: Michael C. Van Milligen, City Manager FROM: Jennifer Larson, Budget Director ~L SUBJECT: Purchase of Service Agreement -Dubuque Area Chamber of Commerce Convention and Visitors Bureau Attached for City Council approval is the Purchase of Service Agreement with the Dubuque Area Chamber of Commerce for the City's financial support of the Convention and Visitors Bureau for Fiscal Year 2010. The agreement was expanded in FY 03 to include the annual marketing plan, City Council budget process, and the three-year review process for the Marketing Plan (Exhibit B). The adopted Fiscal Year 2010 operating budget provides a payment of $783,654. This amount represents 50 percent of the hotel/motel tax received by the City for the period of October 1, 2007 through September 30, 2008, net of the sixth of ten marketing loan payments, per agreement. Payment will be made to the Chamber of Commerce in four equal quarterly installments of $195,913.50. It is my recommendation that the City Council approves the attached Purchase of Service Agreement with the Dubuque Area Chamber of Commerce and authorizes the Mayor to execute the contract on behalf of the City. JML Attachment AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND DUBUQUE AREA CHAMBER OF COMMERCE THIS AGREEMENT, dated for reference purposes the 1 st day of July 2009, is made and entered into by and between the City of Dubuque, Iowa (City), and the Dubuque Area Chamber of Commerce (Agency). WHEREAS, City, as the recipient of certain hotel and motel taxes, is permitted by Chapter 422A of the Code of Iowa to spend such tax receipts for the promotion and encouragement of tourist and convention business in the City of Dubuque; and WHEREAS, City has agreed to provide certain financial assistance in an amount equivalent to fifty percent (50%) of the hotel/motel tax, less debt payments per agreement to enable the Agency to carry out such tourist and convention development on behalf of City; and WHEREAS, Agency represents itself as technically and professionally qualified to provide services to effectively promote and develop the tourist and convention business for City; and WHEREAS, City desires to engage the service of Agency to provide unlimited job postings to www.Accessdubuquejobs. NOW THEREFORE, the parties hereto agree as follows: Scope of Services Agency shall: a) continue to maintain a Convention and Visitors Bureau Division to undertake such services that are necessary and requisite to carry out a Program of Work as described in Exhibit A, attached hereto and made a part hereof. The process and schedule for development of the annual and three-year review of the Convention and Visitors Bureau Marketing Plan and budget is described in Exhibit A; b) retain competent and qualified staff under appropriate supervision to plan and implement the Program of Work in an efficient and timely manner; c) maintain a Tourist Information Center throughout the entire year; d) continue marketing conventions at the Grand River Center; e) continue marketing of the National Mississippi River Museum and Aquarium; f) begin marketing the Julien Inn Hotel; g) in agreement by the Chamber of Commerce, Dubuque County Historic Society, Platinum Hospitality and the City of Dubuque, form the America's RiverCommittee to help establish general marketing guidelines, target markets and co-op opportunities for the America's River Project for implementation by the Convention and Visitors Bureau. It firmly establishes the Convention and Visitors Bureau as the lead promotional entity for the America's River Project as well as being the lead marketing agent for the entire destination; h) provide City Council with an annual report on the activities of the CVB including financial statements and breakdown of expenditures by program area; i) receive participation from the Dubuque Area Chamber of Commerce in the formation of anot-for-profit Corporation to further the goals of the America's River Project; 2. Time of Performance The term of this Agreement shall be from July 1, 2009 through June 30, 2010. 3. Compensation a) City shall pay to Agency an amount not to exceed $783,654.00 ($818,654.00 which represents fifty percent (50%) of the hotel and motel tax received by City for the period of October 1, 2007, through September 30, 2008 minus $35,000, the sixth of ten payments due on a $350,000 marketing loan per the attached agreement). Such sum shall constitute full and complete compensation for all services to be rendered including personnel costs, travel, printing and publications, and all other expenses. b) The compensation of $783,654 for fifty percent (50%) of the hotel motel tax received by the City sha!! be paid by City to Agency in four quarterly installments upon receipt by City of a requisition for such payment from Agency. Such payments shall be due and payable as follows: First Quarter - $195,913.50; Second Quarter - $195,913.50; Third Quarter - $195,913.50; and Fourth Quarter - $195,913.50. 4. Audit and Evaluation a) Inasmuch as the funds to be provided to Agency by City are public funds, the Agency agrees that it will maintain books of account in accordance with Generally Accepted Accounting Standards together with necessary documentation to support all expenditures. b) Agency shall provide City quarterly reports at a regularly scheduled City Council meeting detailing its activities beginning with the quarter ending September 30, 2009. Accompanying each such report shall be copies of studies, brochures, and other documents, which may be produced to support and/or otherwise promote the work program of the Convention and Visitors Bureau Division. c) To assist in coordinating the activities of the Convention and Visitors Bureau Division with City, not less than one member of the Dubuque City Council shall be appointed to the Convention and Visitors Bureau Division. d) Copies of minutes of all meetings of the Convention and Visitors Bureau Division shall be filed with the City Clerk within ten (10) days after such meeting. 5. Discrimination In carrying out the services under this Agreement, Agency shall not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, religion, sexual orientation or disability. Agency shall take affirmative action to ensure that applicants for employment are employed and that employees are treated during employment without regard to race, creed, color, sex, age, national origin, religion, or disability. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Agency agrees and will undertake whatever affirmative measures are necessary so that no person shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activities funded in whole or in part with any of the funds made available to Agency under the terms of this Agreement because of race, creed, color, religion, national origin, sex, age, degree of handicap, sexual orientation, or disability. 6. Interest of Members, Officers, or Employees of the City of Dubuque; Members of the Dubuque City Council; or Other Public Officials No member, officer, or employee of City or their designees or agents; no member of the Dubuque City Council; and no other public official of City who exercises any function or responsibilities with respect to the program during such person's tenure shall have any interest, direct or indirect, in this contract or the proceeds thereof for work to be performed in connection with the program assisted under this Agreement. 7. Termination of Agreement a) This Agreement may be terminated by either party by giving the other party a written, ninety (90) day notice of such termination or upon such other terms as may be mutually agreeable. b) If, through any cause, Agency shall fail to fulfill in a timely and proper manner its obligations under this Agreement or if Agency shall violate any of the covenants, agreements, or stipulations of this Agreement, City shall have the right to terminate this Agreement by giving written notice to Agency of such termination not less than five (5) days before the effective date of such termination. ~. Assignability Agency shall not assign any interest in this Agreementwithout priorwrittenapproval of city. 9. Insurance At fihe time of execution of this Agreement by Agency, Agency shall provide City copies of Agency's insurance certificates showing general liability, automobile liability, and workers compensation insurance with limits and coverage to the satisfaction of City for the term of this Agreement. WITNESS: _~~ r ;Jeanne F. Schneider, City Clerk MollytGro~{~r, President/CEO CITY OF Q-UBUQUE ~~ ~pA~ ~; r Roy D. B~ ol, Mayor DUBUQUE AREA CHAMBER OF COMMERCE Molly Grover, President/CEO Eric Dregne, Vice Chairman of the Board rN ~I I I I ' ' 7/16/2009 ) PRODUCER (563) 556-0272 FAX: (563) 556-4425 Friedman Insurance, Inc. 880 Locust Street - Suite 200 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. P O Box 759 Dubuque IA 52004-0759 INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: Westfield COm anies Dubuque Area Chamber of Commerce INSURERB:Accident Fund Insurance 10166 P.O. BOX 705 INSURER C: INSURER D: Dubuque IA 52004-0705 INSURER E: C THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGRE A E LIMIT O ED ED B PAID CLA S INSR ADD'L TYPE OF INSURANCE POLICY NUMBER DATEYMMFDDnVE PDATE MMPDD TION LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1, 000 , 000 X COMMERCIAL GENERAL LIABILITY PREMISESa occur ence $ 100 , 000 A CLAIMS MADE a OCCUR CWP3461834 6/1/2009 6/1/2010 MEDEXP An one erson $ 5,000 PERSONAL &ADV INJURY $ 1 , 000 , 000 GENERAL AGGREGATE $ 1 , 000 , 000 GEN'LAGGREGATELIMITAPPLIESPER: PRODUCTS-COMP/OPAGG $ 1,000,000 X POLICY JE~ LOC AUT OMOBILE LIABILITY COMBINED SINGLE LIMIT 1 000 000 X ANY AUTO (Ea accident) , , $ A ALL OWNED AUTOS CWP3461834 6/1/2009 6/1/2010 gODILYINJURY SCHEDULED AUTOS (Per person) $ HIRED AUTOS BODILY INJURY NON-0WNED AUTOS (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESSIUMBRELLALIABILITY EACH OCCURRENCE $ 5,000,000 X OCCUR ~ CLAIMS MADE AGGREGATE $ 5, 000, 000 A DEDUCTIBLE CWP3461834 6/1/2009 6/1/2010 $ X RETENTION $ 0 $ $ WORKERS COMPENSATION AND X WC STATU- OE H- EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 100, 000 OFFICER/MEMBEREXCLUDED? WCV6020086 6/1/2009 6/1/2010 E.L. DISEASE-EAEMPLOYEE $ 100,000 If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE -POLICY LIMIT $ 500 , 000 OTHER DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CFRTIFICATF HOI I']FR CANCELLATION 589-4149 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE CITY OF DUBUQUE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL CITY HALL l O DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT 50 W 13TH STREET FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE DUBUQUE, IA 52001 INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Scott DeSousa, CIC/SS ~-~-- ACORD 25 (2001/08) AICtl9~: in~nv~ nv~ ©ACORD CORPORATION 1988 Pane 1 of ~ IMPR`fAN°f If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACORD 25 (2001/08) INS025 (01OS).oBa Page 2 of 2 ~~ CONVENTION ~ VISITORS BUREAU Planning Process ~x Business Plan 2008-2011 Table of Contents Page Page Page ~ ~ V Page 7 Page 1 0' ~ L Stakeholders Statements of Purpose &t Mission Critical Success Factors &t Goals Critical Success Factors ~t Measurements Budget Stakeholders Attractions • Arts £~ Cultural groups Riverboats • Religious organizations • Dubuque £t Regional Attractions • Gaming industry • River • Economic Development organizations Museum • Riverboat operators Heritage trail • Marine industry . Golfing • Regional CVB organizations Swiss Valley • Iowa Welcome Center program . Mines of Spain • Agricultural industry Parks • Attractions * • Gaming • Hotels • Silos 8 Smokestacks • Restaurants • Retail Events • Taxpayers • Fairs Et Festivals • Community Businesses Sporting • State of Iowa . Entertainment • Events * Music/Concerts • Educational institutions • Theater • Art/Museum • Customers " • Trade Shows • City of Dubuque Political Visits/Events Dubuque County • Educational • Tri-State Area • Charity • Tourists/Visitors Expositions Local citizens • DNR Customers • CVB Staff Convention delegates • Media Convention sponsors • Not-for-profits Event attendees • American Eagle/Airport Tour groups • Local population • Individual tourists • Business travelers • Education/sports groups • Travel writers • Internet surfers 1 Statements of Purpose • Assist the community with tourism growth and development. • Promote the Dubuque area as a great place to experience. • Facilitate tourism partnerships. • Be an information repository for the tourism industry. • Drive new money to the community. • Be a leader in shaping the Dubuque area's image. • Be a catalyst for service excellence. Mission The Convention >* Visitor's Bureau Mission: The Convention & Visitors Bureau will lead tourism destination promotion and development to enhance and expand the Dubuque Area experience. 2 Critical Success Factors &t Goals • Identify, Engage i:t Communicate the Return on Investment to our Members/Stakeholders • Create ~t Implement Marketing Plan to Increase Tourism • Provide Education on Product and Service Excellence • Be the Leading Authority for Regional Tourism • Financial Sustainability 3 Identify, Engage &t Communicate the Return on Investment to our Members/Stakeholders Goal 1: Maintain >t Develop Active Stakeholders Objective A: One-on-one interaction with management/decision makers Objective B: Expand/Develop program options Objective C: Develop a means of feedback from stakeholders Goal 2: Identify 8 engage less active stakeholders Objective A: One-on-one interaction Objective B: Staff input Objective C: Provide contact information Objective D: Provide a cheat sheet on "opportunities" Goal 3: Share information from industry to all stakeholders Objective A: Develop communication tool 1. Email newsletter 2. T.H. Column or insert Objective B: Community-wide awareness program 1. FAM tour for industry stakeholders Z. "Passport" program 3. Hometown Hero expansion Objective C: Team Outreach Goat ~; Attend industry related meetings such as hotel/motel, Tri-State Tourism and Eastern Iowa Tourism meetings to provide and gather input and information. Goal 5: Assist the membership division in the recruitment and retention of Chamber member businesses by promoting/communicating the economic benefits of the impact of tourism. Objective A: Participate in the membership drive activities. Objective B: Make personal calls on members. Goal 6: Promote a section of the website that provides tourism statistics and resources for members. (i.e.: convention leads, tourism spending, tourism trends, convention calendar, calendar of events, etc 4 Create ~t Implement a Marketing Plan to Increase Tourism Goal 1: Increase the number of travelers to the Dubuque area from 1.6 million to 1.7 million and travel expenditures to the area from $236 million in 2006 to $325 million by FY2011 as reported by the IDED Tourism Impact Reports. Objective A: Re-evaluate our target audiences, needs and research segment trends. Objective B: Continue implementation of an annual integrated marketing campaign in target markets to position the Dubuque area as a recreational, scenic and historical getaway for multi-day trips in cooperation with our regional partners. Objective C: Develop consumer promotions to promote seasonal, themed, and unique options to encourage new and return visits to the area. Objective D: Provide visitor assistance and increase the number of travel parties seeking information at the Iowa Welcome Center by 25% as reported by monthly Iowa Welcome Center reports. Objective E: Market area festivals, events, and attractions to generate visitors to the area. Objective F: Provide Visitor Guide and Calendar of Events brochures as fulfillment pieces to ad placements. Objective G: Continue Co-Op advertising opportunities Objective H: Expand the direct mail database by identifying their interests [aka Nature, Culture, Romance, Gambling...] Objective I: Continue the cadence of the direct mail program to feature Go Pass and digital variable printing. Objective J: Expand direct mail pieces from postcard to a flat to include an overall Dubuque perspective and themed itineraries. Objective K: Investigate a centralized Calendar of Events portal for Chamber, T.H., 365, KWWL and more ~~lf?f,.!ii'/i-L ~'~.,'r-fi !i I!'~l,-~-f~(;) ~~y~. ,. r'.Fi!,LI,7O:'1TUGi"'~i i~'f,~i~)~'~'~'~~.~If r?[)Cri~~ ~i 1-if ~! ~~..,; l l' I ~~ i )I i loll i;' Goal 2: Promote the Dubuque area as a multi-day group tour destination to generate 3,000 mid-week group tour room nights annually. Objective A: To increase the number of group tours and the length of group stays by offering multi-day itineraries and group packages. Objective B: Target group leaders in Iowa, Illinois, Wisconsin, Minnesota and national tour operators. Objective C: Provide tour operators and group leaders with promotional materials. Objective D: Monitor industry trends on traveler spending patterns and areas of interest. Objective E: Partner with Tri-State Tourism Council ~ li i Ct'Vr_ ~. =Rf) illi;l r' iVl riSif t 1 -I i I i i,_~' f~ rl ~~~( ~ I~c'~# Pt'iS -- I~~ ~ ~ `-l._~r I ~ ^,I~~,Ai. li " - -~ i~~;j if ;rir, ±,.? i,,• ii 5 Create Ft Implement a Marketing Plan to Increase Tourism (cont'd> Goal 3: Promote the Dubuque area as astate-of-the-art meeting and conference destination to generate a minimum of 70,000 delegates annually. Objective A: Maintain focus on small to medium sized meetings. Objective B: Aggressively market to national, state and regional conferences in 400+ delegate range. Objective C: Focus on Hometown Hero Campaign as a main source of leads for meeting and conference business Objective D: Develop promotional materials to send to planners and delegates Objective E: Monitor industry trends and delegate spending patterns through the Iowa Convention & Visitors Bureau. Objective F: Develop Convention Servicing Program to promote area activities and to enhance the overall group experience. Objective G: Redevelop past business and re-bid lost business Objective H: Promote more Sunday -Thursday evening business for both convention & leisure traveler. Objective I: Continue to look for new markets & new trade shows Objective J: Generate new leads through Hometown Hero, Sales Blitz's, FAM Tours & Trade Shows ~_~i ~~ [f'J~ it Ili ~'.-=t~`r ~ i"~l'~' Ii~i~PF'~!f!i~ I .~i~..,.~~1A If ~~th'f!lci~l(~fl.l~ -f1.1~~~P'f !Il E~l~(F,~I~ I~i~`~.-. ~ll ~~..~ ~. i~V'~_' L.. ~' 1~~'i ` 1~'~ ! f i ,~ h. F'lli li_~ l l~ (. ~1~ l )~~p `~ ~)l~~f'~iiv+ ~. ~c?'CI~'I,~,~~!F"r~li:, 111`, C; )IJ~}~, Goal 4: Increase Communication between all stakeholders and deliver consistent messages for Dubuque as a destination. Goal 5: Increase Awareness of Dubuque and the surrounding area by maintaining and expanding media relations locally, regionally and nationally. Objective A: Provide promotional materials and ongoing information to travel media interested in the Dubuque area. Objective B: Promote the Dubuque area to travel media for short and long lead stories Objective C: Annually monitor and track media coverage. Goal 6: Redefine/reposition Dubuque as a destination. Compare nationally >:t internationally to explore our opportunities. Objective A: Conduct research on market segments Objective B: Re-assess our image Objective C: Partner statewide and regionally to expand our message 6 Financial Sustainability Goal 1: Develop a regionalized plan to promote the Tri-State area with an aggressive marketing program funded by various investment opportunities: Hotel/Motel tax rate, Endow Iowa Fund, Vision Iowa, City of Dubuque investment, County of Dubuque Investment, Other state and federal grants (with local funds available for matching requirements) Goal 2: Explore revenue opportunities with packaging of tours. Gaal 3: Outline advertising efforts for future as long-term and short-term 8 Goal 7: Develop Sports Marketing Program to attract amateur athletics to the Dubuque area. Objective A: Involve all areas of the Dubuque Region in events Objective B: Attend sport trade shows Objective C: Independent site tours for Sports Marketing Objective D: Create a collateral piece outlining sport facility resources Provide Education on Product and Service Excellence Goal 1: Provide community education to improve the Visitor experience Objective A: Develop training opportunities based on visitor needs Objective B: Develop service excellence recognition program Objective C: Expand train the trainer program Objective D: Communicate Service Excellence expectations, tips & testimonials to community via bi-monthly newsletter, Chamber Edge & electronic mail Objective E: Develop community wide 'secret shopper' program to reward positive customer service Objective F: Create community wide "Tourist in Your Our Town" campaign Objective G: Promote tourism activities on monthly basis to business & community Objective H: Continue to work with Ciry of Dubuque to implement Pedestrian Wayfinding System Objective I: Continue/Increase opportunities for networking in a local trade show environment Objective J: Bring in keynote customer service speakers Objective K: Continue front line Hospitality training ~)[~,~'~fiVE ~ ' :_J r' Coil C~i IF` flUrlt I!'l,° tr _~'i~i'i~_i i'~ifl! (rl,• CO'I~J( i'ih7I1 ~ ~/i~!rO~S ~'Ul~~~l~a „~ ,. OL)jF.:'l.1iVf'~~~~ ~I l~(,'~, )~1"ni~ I~iJrII~7(I II III VL ~~~li irl~U fU'If7 \,.~(1 ~i"O"~ ll!lE (~"71l fj~j~~/~.f, ~!c1'!liili.j ~~l)i~'C~IV~_' ~~~ r=r_fx :ir (r~i ~il,_'.'.~;`. ~~;.'~ fO' Iiil~_l r'."lllll(~ (_A-fy115 l<:) C'~111C II:`I~_' C'111p)I~_i~/(_'F'~; CJO~''",!i' VI <'f'~.i-' li 1' ~f iP j;!ii iii'C~ I)!! )is fi ~( Be the Leading Authority for Regional Tourism Goal 1: Provide on line access to tourism industry data. Objective A: Develop and promote internal and external information for members and visitors to access information 24/7. Objective B: Develop Materials to provide to tourism industry front-line employees to assist them in promoting Dubuque. Goal 2: Continually survey the membership on their info needs and adjust data accordingly. Objective A: Provide a form for feedback and questions from stakeholders on website. Goal 3: Position the CVB as an information clearinghouse for the community. Goal 4: Lead the development of a tri-state tourism marketing plan. 7 Critical Success Factors &t Measurements Identify engage £t communicate the Return on Investment to our members/ stakeholders • Number of members/growth/retention • Track participation • Surveys • Database • Retention of members • Increased membership • Repeat business • Members' growth • Member participation in CVB programs • Hotel/Motel tax • Anecdotal feedback • Data collection & analysis Create Et implement marketing plan to increase tourism • Hotel Tax • Convention & meeting numbers • Events/attraction attendance • Tourism industry expansion • Welcome Center numbers • Visitor expenditure studies • Number of information requests • IDED reports • Hotel bookings Provide education on product Ft service excellence • Secret shopper • Survey customers • Number of people in service excellence program • Convention feedback • Number of repeat customers • Lack of complaints Be the leading authority for regional tourism • Number of requests for information • Website hits • Receipt of information from stakeholders and members - i.e. cooperation • Surveys Financial Sustainability • Black inkl • Member retention • Occupancy rates • Increased revenue • New revenue source 9 Budget Net Income Ft Expenses FY 2008-2009 FY 2009-2010 INCOME: INCOME: Ciry Loan 35,000.00 Ciry Loan Bureau Services 14,000.00 Bureau Services Retail Sales 35,500.00 Retail Sales Co-Op Programs 170,000 00 Co-Op Programs Grants 50,000 00 Grants Ciry of Dubuque 766,453 25 Ciry of Dubuque Dubuque County 25,000.00 Dubuque County Total 1,095,953.25 Total EXPENSES: EXPENSES: Convention Marketing 138,500.00 Convention Marketing Group Tour Marketing 18,000.00 Group Tour Marketing Independent Traveler Marketing 392,500 00 Independent Traveler Marketing Awareness Development 50,000 00 Awareness Development Personnel 41 1,695.00 Personnel Administrative 80,295.00 Administrative Support Services 65,268 00 Support Services Total 1,156, 258.00 Total NET -60,304.75 ' NET 35,000.00 17,000.00 35,500.00 2 13,000.00 156,500.00 783,654.70 25,000 00 1,265,654.70 155,500.00 26,700.00 498,500.00 109,500.00 385,703.00 73,030.00 73,984.00 1,322,917.00 -57,262.30 x Budget Income FY 2008-2009 FY 2009-2010 Bureau Services: Bureau Services: Visitor Guide 0.00 Visitor Guide Print Co-Ops 10,000.00 Print Co-Ops Calendar of Events 4,000.00 Calendar of Events Hospitality 0.00 Hospitality Subtotal 14,000.00 Subtotal Retail Sales: Retail Sales: Maps 0.00 Maps Video Sales 500.00 Video Sales Gift Shop 35,000.00 Gift Shop Subtotal 35,500.00 Subtotal Co-Op Programs: Co-Op Programs: Partner Income 0.00 Partner Income Member Income 170,000.00 Member Income Subtotal 170,000.00 Subtotal Grants: Grants: EITA 0.00 EITA State 50,000.00 State Subtotal 50,000.00 DRA City Festivals Grant Subtotal City of Dubuque: City of Dubuque: Hotel/Motel Tax 801,453.25 Hotel/Motel Tax City Loan -35,000.00 Ciry Loan Subtotal 766,453.25 Subtotal Dubuque County 25,000.00 Dubuque County Total Income 1,010,953.25 Total Income 3,000.00 10,000.00 4,000.00 17,000.00 500.00 35,000.00 3 5, 500.00 Z 13,000.00 213,000.00 1,500.00 55,000.00 20,000.00 80,000.00 156, 500.00 818,654.70 -35,000.00 783,654.70 25,000.00 1,230,654.70 Budget Expenses ~ Convention Marketing FY 2008-2009 FY 2009-2010 Assoc. Marketing: Assoc. Marketing: MPI 3,000.00 MPI ISAE 7,000.00 ISAE IMA 1,000 00 IMA Lead Development 3,000.00 Lead Development Subtotal 14,000.00 Subtotal Corporate Marketing: Corporate Marketing: Affordable Meetings 3,500.00 Affordable Meetings Meetings/Coop Shows 1,000.00 Meetings/Coop Shows Destination Showcase 2,500 00 Rejuvenate Tradeshow Holiday Showcase 3,500.00 Christian Meeting Conference Lead Development 3,000.00 Lead Development Subtotal 13, 500.00 Subtotal Bid Process: Bid Process: Presentation 4,500.00 Presentation Incentives 9,000.00 Incentives Subtotal 13, 500.00 Subtotal Promotional Tools: Promotional Tools: Publications 4,000.00 Publications Direct Mail 5,000 00 Direct Mail Ad Placements 5,000.00 Ad Placements Subtotal 14,000.00 Subtotal Convention Services: Convention Services: Supplies 3,000.00 Supplies Hospitality 0.00 Hospitality Specialty Items 2,000.00 Specialty Items Subtotal 5,000.00 Subtotal Hometown Hero: 3,500.00 Hometown Hero: Sports Marketing: Sports Marketing: Marketing ZZ,800 00 Marketing Event Assistance 45,000.00 Event Assistance Publications 5,000.00 ZO 16 Olympic Task Force Advertising/Promos 2,200.00 Subtotal 75,000.00 Subtotal TOTAL 138,500.00 TOTAL 2,000.00 5,000.00 1, 500.00 6,500.00 15,000.00 4,000 00 1,000 00 4,000.00 3,500 00 4,500 00 17,000.00 4,500.00 10,000.00 14,500.00 5,000 00 5,000.00 5,000.00 15,000.00 3,000.00 4,000.00 3,000.00 10,000.00 4,000.00 Z 1,400.00 53,600.00 5,000 00 80,000.00 15 5, 500.00 ~~~. Budget Expenses ( Group Tour Marketing FY 2008-2009 FY 2009-2010 NTA/ABA/Bank Travel: Tradeshows: Registration 6,000.00 NTA /World Religious Travel Assoc. 5,000 00 Travel 4,000.00 ABA 3,000.00 Follow-Up 1,000.00 Bank Travel 3,000.00 Heritage Club International 6,000.00 Travel Iowa Marketplace 700.00 Subtotal 11,000.00 Subtotal 17,700.00 Group Leader Development: Group Leader Development: Co-Op Advertising 500.00 Co-Op Advertising 800.00 Direct Mail 1,000.00 Direct Mail 1,000 00 Promotions 5,000.00 Promotions 5,000.00 IGTA 500.00 IGTA 1,000.00 Subtotal 7,000.00 Subtotal 7,800.00 Publications: 0.00 Publications: 1, 200.00 TOTAL 18,000.00 TOTAL 26,700.00 +~ Budget Expenses ~ Independent Traveler Marketing FY 2008-2009 FY 2009-2010 Publications: Publications: Visitor Guide 0.00 Visitor Guide 0.00 Subtotal 0.00 Subtotal 0.00 Media Buys: Media Buys: Direct Mail, Outdoor, Radio, Print, Direct Mail, Outdoor, Radio, Print Account management 350,000 00 Account management 433,000.00 Direct mail coops 10,000 00 Direct mail coops 10,000.00 Subtotal 360,000.00 Subtotal 443,000.00 Dubuque Promotional CD 25,000.00 Chamber Welcome Center: Chamber Welcome Center: Rent 0.00 Rent Maintenance/Supplies 4,000.00 Maintenance/Supplies 4,000.00 Gift Shop 20,000.00 Gift Shop 20,000.00 Brochure Distritution 3,500.00 Brochure Distritution 3,500.00 EITA, TSTC &IWCA 5,000.00 TSTC &IWCA 3,000.00 Subtotal 32, 500.00 Subtotal 30, 500.00 TOTAL 392, 500.00 TOTAL 498, 500.00 'i i ~ x- Budget Expenses ~ Awareness Development FY 2008-2009 FY 2009-2010 Travel Writers: Travel Writers: Media Kits 1,000.00 Media Kits 1,000.00 Site Tours 1,000.00 Site Tours 1,500.00 Clipping Service 0.00 Clipping Service PR Effort 8,000.00 PR Effort 7,000.00 Subtotal 10,000.00 Subtotal 9, 500.00 Hospitality: Hospitality: Seminar Material 2,000.00 Educational Material 3,000.00 Signage 2,000.00 Signage 1,000.00 Annual Program 4,000.00 Event 4,000.00 Local Awareness 2,000.00 Local Awareness 2,000.00 Subtotal 10,000.00 Subtotal 10,000.00 Festivals Task Force Festivals Task Force Calendar of Events 4,000.00 Calender of Events 4,000.00 Marketing 20,000.00 Counseling/Consulting 10,000.00 Training & Education 5,000 00 Festival Grants 20,000.00 Subtotal 4,000.00 Subtotal 59,000.00 Education/Staff Development: Education/Staff Development: IACVB Membership 1,000.00 IACVB Membership 2,000.00 Travel 4,500.00 Travel 4,000 00 Tourism Conference 1,000 00 Tourism Conference 2,500.00 EITA 2,000.00 Subtotal 6, 500.00 Subtotal 10, 500.00 Local Awareness: Local Awareness: Travel Federation/Legislative 5,500.00 Travel Federation/Legislative 3,500.00 Calls 3,000 00 Calls 1,500.00 Recognition 1,000.00 Recognition 500.00 Subtotal 9, 500.00 Subtotal 5, 500.00 AR Festival 10,000.00 AR Festival 15,000.00 TOTAL 50,000.00 TOTAL 109,500.00 Budget Expenses ~ Personnel FY 2008-2009 FY 2009-2010 Office 264,741.00 Office 258,778.00 Chamber Welcome Staff 62,421.00 Chamber Welcome Staff 41,859.00 Chamber Support Staff 84,533.00 Chamber Support Staff 85,066.00 Subtotal 411,695.00 Subtotal 385,703.00 Administrative 80, 295.00 Administrative 73,030.00 Support Services 65,268.00 Support Services 73,984.00 TOTAL 557, 258.00 TOTAL 53 2, 717.00 ;~ ,~ ~ ~ rs M 4 . , f RESOLUTION NO. 224-03 -03 APPROVING A LOAN AGREEMENT BETWEEN THE CITY OF DUBUQUE IOWA AND THE DUBUQUE AREA CHAM8ER OF COMMERCE FOR LOAN FUND5 FOR THE START-UP MARKETING EFFORT BY THE CONVENTION AND VISITORS BUREAU FOR THE AMERICA'S RIVER PROJECTS Whereas, the Dubuque Area Chamber of Commerce through its Convention and Visitors Bureau provides services to grow the tourism and convention industry in Dubuque; and Whereas, the Dubuque Area Chamber of Commerce through its Convention and " Visitors Bureau has proposed to the City of Dubuque a marketing effort for America's River projects; and Whereas, it is in the interest of the City of Dubuque to allow the proposed marketing to proceed; and Whereas, to allow the proposed marketing to proceed and to acxommodate budget restrictions, the City of Dubuque has agreed to loan $350,000 to the Dubuque Area Chamber of Commerce to pay for the start-up marketing effort, such funds to be available for distribution after July 1, 2003, pursuant to the terms of a Loan Agreement, attached hereto; and Whereas, the Dubuque Area Chamber of Commerce has agreed to repay the full amount of the loan upon the terms set forth in the Loan Agreement. NOW THEREi=ORE, BE i7 RESOLVED 8Y THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. The Loan Agreement attached hereto is hereby approved. The Mayor is hereby authorized and directed to sign the Loan Agreement on behalf of the City of Dubuque. Section 2. The City Manager is hereby authorized and directed to administer the Loan Agreement on behaff of the City. Passed, approved arul adopted this 7th day of June, 2003. Terra ce M. Duggan, Ma Attest: eanne F. Schneider, CMC, City Clerk LOAN AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND THE DUBUQUE AREA CHAMBER OF COMMERCE Whereas, the Dubuque Chamber of Commerce (Chamber) through its Convention and Visitors Bureau has proposed to the City of Dubuque a marketing effort for America's giver projects; and Whereas, it is in the interest of the City of Dubuque (City) to allow the proposed marketing to proceed; and Whereas, to allow the proposed marketing to proceed and to accommodate budget restrictions, City has agreed to loan $350,000 to Chamber to pay for the start-up marketing effort, such funds to be available for distribution after July 1,2003, pursuant to the terms set forth herein. NOW, THEREFORE IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS: 1. City agrees to loan $350,000 to Chamber for use by its Convention and Visitors Bureau. The loan funds shall be used for the start-up marketing effort for America's River projects and shalt be available for distribution after July 1, 2003. 2. Chamber shall repay the ful! amount of $350,000 to City on or before July 31, 2013. No interest shall be charged on the loaned funds. The funds shall be paid back to City in fen installments of $35,000.00 over a 10-year period by reducing City's payment of Hotet/Motel taxes to Chamber by that amount. The annual reduction in taxes shall begin with the July, 2004 distribution and end with the Juty, 2013 distribution. Should Chamber, for any reason, cease to perform CVB services, the above repayment obligation shall crease effective on the prior June 30th 3. Chamber shall not use the above sums for the acquisition of real or personal property. 4. This agreement shall be administered by City's City Manager. Ap~roved by resolution of the Dubuque ~ Chamb of Co ! r~ a on the 26 day of June, 2003. teward Sandstrom, President and CEO Attest: fj ~d ~03 Dan K use, C airm of the Board Page 1 of 2 LOAN AGREEMENT BETWEEN THE CITY OF DUBUQUE, IOWA AND THE DUBUQUE AREA CHAMBER OF GOMMERCE Approved by resolution of the City Council of the City of Dubuque ado~ted on the 7`" day of July, 2003. /' ~~~` / w l / A la M. Duggan, CMC, City Clerk Page 2 of 2