CC 2020-07-28_10a Supplemental No 2MEMORANDUM
TO: CITY COUNCIL
FROM: WHITNEY MCDONALD, ACTING DEPUTY CITY MANAGER
JESSICA MATSON, DEPUTY CITY CLERK
SUBJECT: SUPPLEMENTAL INFORMATION
AGENDA ITEM 10.a. – JULY 28, 2020 CITY COUNCIL MEETING
CONSIDERATION OF TOURISM STRATEGIC PLAN, AMENDED
ARROYO GRANDE TOURISM BUSINESS IMPROVEMENT DISTRICT
(AGTBID) FISCAL YEAR 2020-21 BUDGET, AND AMENDMENT NO. 3
TO AGREEMENT FOR CONSULTANT SERVICES WITH SOUTH
COUNTY CHAMBERS OF COMMERCE
D ATE: JULY 27, 2020
Attached is the proposed Amendment No. 3 to the Agreement for Consultant Services with the
South County Chambers of Commerce, to be considered with the above referenced item.
cc: Acting City Manager
City Attorney
City Clerk
City Website (or public review binder)
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 3
This THIRD AMENDMENT ("Second Amendment") to Agreement for Consultant Services
("Agreement") by and between the CITY OF ARROYO GRANDE ("City") and SOUTH
COUNTY CHAMBERS OF COMMERCE, successor in interest to ARROYO GRANDE &
GROVER BEACH (“AGGB”) CHAMBER OF COMMERCE ("Chamber") is made and
entered into this 28th day of July, 2020.
WHEREAS, the City and AGGB Chamber entered into an Agreement dated July 1,
2013, for administration of the Arroyo Grande Tourism Business Improvement District
(AGTBID); and
WHEREAS, the City and AGGB Chamber entered into a First Amendment to
Agreement dated June 12, 2018 to include additional services with increased compensation;
and
WHEREAS, AGGB Chamber, a California Nonprofit, merged with a neighboring
chamber of commerce and changed their name to South County Chambers of Commerce on
September 19, 2018; and
WHEREAS, Section 18 of the Agreement requires the Chamber to get the written
consent of the City to assign the performance of the Agreement; and
WHEREAS, the parties desire to modify the Agreement as set forth herein.
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
Bill Robeson, Acting City Manager
300 E. Branch Street
Arroyo Grande CA 93420
To Consultant: South County Chambers 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 Agreement,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, City and Chamber have executed this Third
Amendment on the day and year first set forth above.
SOUTH COUNTY CHAMBERS OF
COMMERCE:
By: _____________________________
Jocelyn Brennan, Executive Director
CITY OF ARROYO GRANDE:
By: _____________________________
Caren Ray Russom, Mayor
ATTEST:
By:
________________________________
Kelly Wetmore, City Clerk
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
30.Lead key elements of the strategic plan including creating a content library and tool kit
to influence a unified brand approach, pursue opportunities for collaborative and aligned
promotional partnerships and messaging, create a framework to evaluate and promote
events that generate new and repeat visitors to the destination
31.Facilitate one signature tourism event for Arroyo Grande each year
32.Encourage the availability of downtown and nightlife opportunities
33.Design attractive trip itineraries to drive visitation to Arroyo Grande’s portfolio of
experiences
34.Create a stakeholder engagement and outreach campaign to educate and promote the
value of the TBID to lodging partners
35.Collaborate with stakeholders to design and expand co-operative marketing programs,
increase the voice of tourism and its benefits with governmental, businesses, community
leaders and residents
36.Work with short term vacation rentals, homestays, and Airbnb for transient occupancy
tax, tourism marketing district and tourism business improvement district compliance
EXHIBIT A cont.
EXHIBIT B
PAYMENT SCHEDULE
City shall pay South County Chambers of Commerce a total annual sum of up to sixty
thousand dollars ($60,000.00) as approved in the AGTBID annual budget for the services
set forth in Exhibit A, Scope of Work. South County Chambers of Commerce shall invoice
City on a monthly basis.