CC 2018-06-12_09d Amendment_AGGB Chamber for AGTBID
MEMORANDUM
TO: CITY COUNCIL
FROM: JAMES A. BERGMAN, CITY MANAGER
BY: KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION
SERVICES/CITY CLERK
SUBJECT: CONSIDERATION OF AMENDMENT NO. 1 TO AGREEMENT FOR
CONSULTANT SERVICES WITH ARROYO GRANDE & GROVER
BEACH CHAMBER OF COMMERCE
DATE: JUNE 12, 2018
SUMMARY OF ACTION:
Approval of an amended agreement with the Arroyo Grande & Grover Beach Chamber
of Commerce to provide for a dedicated staff member at the Chamber to administer the
daily functions of Arroyo Grande Tourism Business Improvement District (AGTBID) and
manage the AGTBID Advisory Board.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The annual cost of the agreement in the amount of $30,000 is included in the Fiscal
Year 2018-19 AGTBID Budget. The agreement will provide for management and
administration of the AGTBID and Advisory Board, including coordination of efforts with
the tourism marketing firm, which will significantly reduce impacts of the program on
City staff.
RECOMMENDATION:
It is recommended that the City Council approve and authorize the Mayor to execute
Amendment No. 1 to the Agreement for Consultant Services with Arroyo Grande &
Grover Beach Chamber of Commerce for administration of the AGTBID.
BACKGROUND:
In 2013, in conjunction with the formation of the AGTBID, the City entered into an
Agreement with the Arroyo Grande & Grover Beach Chamber of Commerce to
administer and manage the activities of the AGTBID and its Advisory Board. The
AGTBID provides revenue collected through an assessment levied on all lodging
businesses with the District, and the Advisory Board makes recommendations to the
City Council on the expenditure of the revenues derived from the assessments for the
purpose of tourism marketing and promotional efforts.
Item 9.d. - Page 1
CITY COUNCIL
CONSIDERATION OF AMENDMENT NO. 1 TO AGREEMENT FOR CONSULTANT
SERVICES WITH ARROYO GRANDE & GROVER BEACH CHAMBER OF
COMMERCE
JUNE 12, 2018
PAGE 2
ANALYSIS OF ISSUES:
The AGTBID has been in effect for almost five years. A tourism website,
www.visitarroyogrande.org, and other marketing efforts have been developed and
implemented.
In 2018, the AGTBID has taken on a more proactive role to more successfully market
Arroyo Grande. In January, the City Council combined the Tourism Marketing
Committee, which was coordinated by the Chamber of Commerce, with the AGTBID
Advisory Board, increasing the number of members from three (3) to nine (9). The
Advisory Board also changed its regular meeting schedule from quarterly to monthly. In
March, the AGTBID issued a Request for Proposals for tourism marketing services
requesting a fresh perspective and innovative ideas given the current economic climate
and needs of Arroyo Grande’s tourism market. It is anticipated that a new marketing firm
will be in place by July 1, 2018.
As the AGTBID has become more proactive and engaged, the Chamber’s role in
administering the AGTBID has increased. As a result, the Chamber requested an
increase in its annual funding from $20,000 to $30,000 for management and
administration of the AGTBID and the Advisory Board. The increased funding will be
used for a dedicated person at the Chamber to administer the daily functions of
AGTBID, manage the AGTBID Board, manage social media platforms for Visit Arroyo
Grande and to work directly with the new marketing firm. On May 22, 2018, the City
Council adopted a Resolution approving the AGTBID FY 2018-19 Budget, which
included the increase requested by the Chamber. Amendment No. 1 updates the
Agreement to include the increased scope of work and additional funding.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve and authorize the Mayor to execute Amendment No. 1 to the Agreement for
Consultant Services with Arroyo Grande & Grover Beach Chamber of Commerce for
administration of the AGTBID; or
2. Provide other direction to staff.
ADVANTAGES:
Approval of this agreement will enable the Arroyo Grande & Grover Beach Chamber of
Commerce to move forward with management and administration of the AGTBID, which
will include coordinating efforts with the new marketing firm to implement a
comprehensive tourism marketing program.
DISADVANTAGES:
There are no disadvantages identified.
Item 9.d. - Page 2
CITY COUNCIL
CONSIDERATION OF AMENDMENT NO. 1 TO AGREEMENT FOR CONSULTANT
SERVICES WITH ARROYO GRANDE & GROVER BEACH CHAMBER OF
COMMERCE
JUNE 12, 2018
PAGE 3
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 9.d. - Page 3
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 1
This First Amendment ("First Amendment") to Agreement for Consultant Services
(“Agreement”) by and between the CITY OF ARROYO GRANDE and the ARROYO
GRANDE & GROVER BEACH (“AGGB”) CHAMBER OF COMMERCE (“Consultant”) is
made and entered into this ___day of ______2018.
WHEREAS, the parties entered into an Agreement dated July 1, 2013 for administration of
the Arroyo Grande Tourism Business Improvement District (“AGTBID”); and
WHEREAS, the parties desire to modify the Agreement as set forth herein, in order to include
additional services with increased compensation.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. Section 17 ("NOTICES") of the Agreement, shall be modified in its entirety to read as
follows:
NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii)
delivery by a reputable document delivery service, such as but not limited to, Federal
Express, which provides a receipt showing date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
addressed to the address of the party as set forth below or at any other address as that
party may later designate by notice:
To City: City of Arroyo Grande
James A. Bergman, City Manager
300 E. Branch Street
Arroyo Grande CA 93420
To Consultant: AGGB Chamber of Commerce
Jocelyn Brennan, Executive Director
800 W. Branch Street
Arroyo Grande CA 93420
2. To approve a revised Exhibit A and Exhibit B attached hereto and incorporated herein
by this reference, which set forth the scope of work and payment schedule.
3. Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged.
Item 9.d. - Page 4
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First Amendment
the day and year first above written.
AGGB CHAMBER OF COMMERCE
By:________________________________
Jocelyn Brennan, Executive Director
CITY OF ARROYO GRANDE
By:________________________________
Jim Hill, Mayor
Item 9.d. - Page 5
EXHIBIT A
SCOPE OF WORK
The Chamber will:
1. Attend AGTBID monthly meetings
2. Communicate upcoming agenda items with AGTBID Board Members and Marketing
Firm
3. Ensure AGTBID Board quorum for future meetings
4. Provide draft agenda and supporting documents for AGTBID meetings to City Clerk
5. Draft minutes of AGTBID meetings to City Clerk
6. Provide copies of the agenda for the AGTBID Board members
7. Ensure compliance with Brown Act
8. Ensure compliance of the Public Records Act
9. Host AGTBID meetings and post agenda for public at meeting location 72 hours in
advance
10. Ensure TBID Board Members 700 Forms are current
11. Ensure AGTBID Board is compliant with the city’s conflict of interest policy
12. Attend all subcommittee meetings
13. Schedule and attend all Special AGTBID meetings
14. Provide draft agenda and minutes related to any AGTBID Special Meetings
15. Outreach to lodging owners in the AGTBID District
16. Schedule annual election of Chair and Vice Chair
17. Work to fill any board vacancies
18. Attend monthly Visit SLO Cal Tourism Marketing meetings
19. Attend Central Coast Tourism Council meetings
20. Communicate with TBID Board on ongoing tourism training and educational
opportunities
21. Communicate with TBID Board and Marketing Firm on event sponsorship opportunities
22. Oversee/supervise monthly financials
23. Process monthly TBID invoices for TBID fund expenditures
24. Provide community calendar events to Marketing Firm for tourism marketing purposes
25. Provide photos and other content to Marketing Firm for website and social media
purposes
26. Attend travel tradeshows and events as directed by the AGTBID and in collaboration
with the Marketing Firm
27. Ensure quarterly reporting by Marketing Firm to lodging owners and City Council
28. Attend City Council meetings to answer questions when AGTBID items are included on
the agenda
29. Oversee generation of the AGTBID Annual Report pursuant to the Arroyo Grande
Municipal Code
Item 9.d. - Page 6
EXHIBIT B
PAYMENT SCHEDULE
City shall pay AGGB Chamber a total annual sum of thirty thousand dollars ($30,000.00)
for services set forth in Exhibit A, Scope of Work. AGGB Chamber shall invoice City on a
monthly basis in the amount of two thousand five hundred dollars ($2,500.00).
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