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HomeMy WebLinkAboutRES2025-030 Chamber of Commerce Contract1 1 Sponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2025-030 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE SEWARD CHAMBER OF COMMERCE FOR THE PROVISION OF VISITOR SERVICES AND ECONOMIC DEVELOPMENT ACTIVITIES IN THE AMOUNT OF $300,000 FROM JANUARY 1, 2025 — DECEMBER 31, 2025 WHEREAS, the Seward Chamber of Commerce and the City of Seward have a long- standing partnership where the Chamber serves as the lead marketing entity for the City; and WHEREAS, Seward enjoys a vibrant visitor season, and the Chamber promotes a wide variety of industries to make Seward an attractive place to live, work, and play; and WHEREAS, the scope of the agreement is structured around three primary service categories: economic development, visitor information.services, and destination management; and WHEREAS, City Council held a joint work session with the Chamber to discuss their contract; and WHEREAS, for the 2025/2026 Operating Budget, City Council approved a flat fee of $300,000 for the Seward Chamber of Commerce. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes the City Manager to enter into a contract with the Seward Chamber of Commerce. Section 2. Funding in the amount of $300,000 is hereby transferred and appropriately included in the City's operating budget FY25/26 from the expense account 01000-1180-7801 contribution to the Seward Chamber of Commerce. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 24th day of March 2025. THE CITY OF SEWARD, ALASKA v4A'mcdA1.K Sue McClure, Mayor CITY OF SEWARD, ALASKA RESOLUTION 2025-030 Page 2 of 2 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Osenga, Warner, Wells, Barnwell, Crites, McClure None Finch None Kris Peck City Clerk (City Seal) �s.y �F MI11 . •.,. SEAL ' Is \L./4, NI/ °f./ OFP-;.•`s% 1 1 City Council Agenda Statement Meeting Date: March 24, 2025 To: City Council Through: Kat Sorensen, City Manager Subject: Resolution 2025-030: Authorizing the City Manager to Enter into an Agreement with the Seward Chamber of Commerce for the Provision of Visitor Services and Economic Development Activities in the Amount of $300,000 from January 1, 2025 — December 31, 2025 Background and justification: The Seward Chamber of Commerce and the City of Seward have a long history of collaboration which is focused on driving economic growth in the community and providing visitor services. The Seward Chamber of Commerce also serves as the lead marketing entity for the City of Seward. In the 2025/2026 Operating Budget, the City Council approved a flat fee of $300,000 for the Seward Chamber of Commerce. The scope of the agreement is structured around three primary service categories including economic development, visitor information services, and destination management. The agreement also provides for regular reporting to ensure the Chamber continues to meet and align with the City's Comprehensive Plan. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 3.1.1 Attract new business Strategic Plan: Page 5 Goals and Objectives, Attract New Industry Other: Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation: Creates revenue in the amount of: Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact Funds are: X Budgeted Line item(s): Not budgeted Not applicable $ $ $ Affected Fund: General Boat Harbor Motor Pool Available Fund Balance SMIC Parking Other Electric Water Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: Yes Attorney Signature: Not applicable Comments: Attorney Review Administration Recommendation X Adopt Resolution Other: Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau February I Oth, 2025 Samantha Allen Executive Director Board of Directors Stephanie Millane President Jena Petersen Vice -President Melissa Schutter Treasurer Kirsten McNeil Secretary Geri Nipp Hillary Bean Greg Haas Matt Cope Danny Seavey Heidi Sinclair Tim Ozerkov Monique Burgin To the Mayor, Seward City Council and City of Seward Administration, Sid The Seward Chamber of Commerce and Convention Visitor's Bureau ("SCCVB") is pleased to affirm the continuation of our partnership with the City of Seward. This Economic Development Partnership Agreement defines the services to be provided by SCCVB, along with their associated costs. This agreement is a four year contract with a flat funding allotment, and includes provisions for an annual adjustment in alignment with the Anchorage CPI-U standard. The scope of the Agreement is structured around three primary service categories: • Economic Development • Visitor Information Services • Destination Management Each of these categories encompasses itemized services, while allowing for flexibility to address the evolving needs of both the City and SCCVB. The Agreement also includes provisions for regular reporting and other formalities to ensure transparency and alignment with the City's goals and as referenced to in the Comprehensive Plan. SCCVB is eager to work collaboratively with the City in advancing economic development and fostering sustainable tourism that benefits our entire community. Our longstanding partnership is deeply valued, and we greatly appreciate the City's support through in -kind leases, event sponsorships, and staff assistance. We look forward to continuing our work together and hope to be considered for any ad -hoc projects or travel trade show initiatives the City may require. Sincerely, Samantha Allen Executive Director Seward Chamber of Commerce and Convention Visitor's Bureau P.O. BOX 749 SEWARD, AK 99664 • (907) 224-8051 • DIRECTOR@SEWARD.COM ,v.SI_j. S THIS AGREEMENT is effective the I st day of January 2025, by and between the City of Seward, Alaska, ("City"), and the Seward Chamber of Commerce and Convention Visitor's Bureau ("SCCVB"), a not -for -profit corporation of the State of Alaska. The purpose of this Agreement is to define the roles and obligations of the parties regarding Economic Development, Visitor Information Services, and Destination Management. The parties agree as follows: Section I— General The par -ties enter into this agreement with the understanding that both benefit from Economic Development, Visitor Information Services, and Destination Management and that the combined marketing efforts of the parties is more efficient, practical, and professional. This Economic Development Partnership is an indication of a desirable business environment and visitor destination. SCCVB agrees to perform the services outlined in this Agreement with due diligence and care and in a good and professional manner. Section 2— Period of Performance A. The initial term of this Agreement shall be from January I , 2025, through December 3 I st, 2025. B. This agreement may be extended for additional terms upon the mutual agreement of both parties. P.O. BOX 749 SEWARD, AK 99664 • (907) 224-8051 • DIRECTOR@SEWARD.COM Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau Section 3— Scope of Services VISIT ()Mani SCCVB shall develop and execute an annual economic development plan to promote business development and visitation management for Seward to both in- state and out-of-state audiences. The plan shall be reviewed annually, be presented to the City Manager, and shall specify activities to be accomplished in the following year. The plan shall be diverse in the areas of in -kind support to the Alaska SBDC office, year round advertisements for business development, residency, and visitation in print and online media in commercial quality publications and/ or websites, press releases, and radio advertising. SCCVB shall manage the Visitor Center by providing visitor information services at the Center which include: providing year-round, trained staff to respond to visitor inquiries, staffing the Harbor Derby Booth and Cruise Ship Terminal on large ship days, creating and maintaining informative displays, such as maps and exhibits to highlight local amenities, cultural information; and providing public restroom facilities, free shuttle stop and lost and found. SCCVB shall develop and print an annual destination guide, and semi-annual Marine and Hometown guides that showcase Seward as the best place to live, work, and play. This guides will be made available for digital use as well. SCCVB shall provide information that references the City functions in relevant publications and reference material. SCCVB shall maintain Seward.com, a website designed to provide visitor information to attract both in -state and out-of-state visitors to the City of Seward. This website shall contain both visitor and relocation information, and shall be one of the primary marketing tools for City economic development and sustainable tourism. The website shall promote area businesses, attractions, cultural information and serve as a tool for visitor information. P.O. BOX 749 SEWARD, AK 99664 • (907) 224-8051 • DIRECTOR@SEWARD.COM Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau SfA4rt1 Section 4— Reporting SCCVB shall provide the City with a quarterly report of its activities under this agreement. The reports shall be presented to the City Council shall contain at a minimum the following information: • Visitors and website traffic. Track the number of visitors to the Center by month. Track the website usage by month. • Economic Development. Describe activities conducted and associated expenditures during the reporting period. • Finances and Budget. Provide an update on the funds used to date in accomplishing the services outlined in this agreement, and compared to the budgeted amounts for the various categories to the extent possible (ex. personnel costs, materials, marketing, etc.) The Visitor Center finances and budget shall be kept separate and apart from the finances of the Chamber. Section 5— Compensation SCCVB shall be paid three hundred thousand dollars ($300,000) per year for the services outlined in Section 3 of this agreement. The City shall pay this amount in prorated biannual payments, on January I st and July Ist. Supplemental Budget Requests. SCCVB shall submit any budget requests for services not specifically covered under this agreement by Oct 1 of each year for consideration in the City of Seward operating budget for the fiscal year beginning on Jan I . Budget requests should be of sufficient detail to be considered by the City and should include backup information and an explanation of why SCCVB desires additional compensation or funding, and why the services are required. The City is under no obligation to approve supplemental budget requests. P.O. BOX 749 SEWARD, AK 99664 (907) 224-8051 • DIRECTOR@SEWARD.COM Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau Sid Section 6— Modification/ Amendment This Agreement may not be modified or amended except by writing signed by both parties hereto. Section 7— Equal Employment Opportunity SCCVB shall operate in compliance with all federal, state, and local equal employment and civil rights laws and regulations. Section 8— Permits, Laws and Taxes SCCVB shall acquire and maintain in good standing all permits, licenses, and other entitlements necessary to the performance of this Agreement. All actions taken by SCCVB under this Agreement shall comply with all applicable statutes, ordinances, rules, and regulations. SCCVB shall collect and/or pay, if applicable, any taxes pertaining to its performance under this Agreement. Section 9— Relationship of the Parties SCCVB shall perform its obligations under this Agreement as an independent contractor of the City. This Agreement is not intended to create, and nothing herein should be construed to create, a joint venture or any agency relationship between the City and SCCVB. Section 10— Contract Administration The Seward City Manager, or the Manager's designee, shall be the representative for administering this Agreement on behalf of the City. The Executive Director of SCCVB shall be the representative for administering this Agreement on behalf of the Seward Chamber of Commerce and CVB. Section I I— Integration This Agreement contains the entire agreement of the parties. All prior negotiations, statements, representations, warranties, and assurances, whether oral or written and which are in any way related to the subject of this Agreement, are merged and integrated in this Agreement. P.O. BOX 749 SEWARD, AK 99664 (907) 224-8051 • DIRECTOR@SEWARD.COM Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau VISIT (VAVattl Section 12— Interpretation and Enforcement This agreement is being executed by the parties following negotiations between them. Accordingly, any rule of construction or interpretation allowing for construction or interpretation against the drafter of this Agreement shall not apply. The Agreement shall instead be construed according to the fair intent of the language as a whole, not for or against any party. The titles of sections in this Agreement are solely for convenience of reference and shall not affect the meaning, construction, or effect of this Agreement. Section 13— Understanding SCCVB acknowledges that its goveming board has authorized the Director to sign this Agreement. Section 14— Severability If any section or clause of this Agreement is held invalid by a court of competent jurisdiction or is otherwise invalid under the law, it is the intent of the parties that the remainder of this Agreement shall remain in full force and effect. Section 15— Counterparts and Effective Date This Agreement may be executed in more than one counterpart, each of which shall be deemed to be an original but all of which taken together shall be deemed a single instrument. This Agreement shall be effective upon the signature of both parties. Section 16— Survival of Representations and Warranties The representations, warranties, covenants, and agreements of the parties under this Agreement, and the remedies of either party for the breach of such representations, warranties, covenants, and agreements by the other party, shall survive the execution and termination of the contract. P.O. BOX 749 SEWARD, AK 99664 • (907) 224-8051 • DIRECTOR@SEWARD.COM 0. • Savctnl Economic Development Partnership Agreement Seward Chamber of Commerce and Convention Visitor's Bureau IN WITNESS WHEREOF, the parties have executed this Agreement on the dates shown below: Kat Sorensen Seward City Manager City of Seward Samantha Allen Executive Director Seward Chamber of Commerce & CVB OF S E P/4Z' •. t. SEAL 5 = OF P,`,s `'�1 /snits.%', Date ATTEST. KRIS PECK CITY CLERK P.O. BOX 749 SEWARD, AK 99664 • (907) 224-8051 • DIRECTOR@SEWARD.COM