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HomeMy WebLinkAboutRES 880300 - Agmt Chamber Commerce StaffRESOLUTION: V0300 A RESOLUTION AUTHORIZING THE CITY OF GEORGETOWN, TEXAS TO ENTER INTO AN AGREEMENT FOR SERVICES WITH THE GEORGETOWN CHAMBER OF COMMERCE FOR PAYMENT OF ONE-HALF SALARY OF SECRETARY/RECEPTIONIST FOR TOURISM DIRECTOR, PAYMENT OF HOURLY WORKERS AS NEEDED FOR OPERATION OF TOURISM OFFICE, AND DEVELOPMENT AND MAINTENANCE OF ADVERTISING SIGNAGE FOR PROMOTION OF GEORGETOWN UNDER DIRECTION OF TOURISM DIRECTOR, COMMITTING SIXTEEN THOUSAND, FIVE HUNDRED DOLLARS FOR FUNDING FROM HOTEL/MOTEL TAX FUND, BASED UPON SUBMITTED INVOICES, AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT. WHEREAS, the City of Georgetown, Texas, (City) seeks to promote tourism, convention activity and historical and cultural activity; WHEREAS, the Georgetown Chamber of Commerce (Chamber) also seeks to promote tourism, conventi Section II. That the City Attorney. the Mayor be authorized to execute the agreement and Secretary to attest thereto after approval by the City RESOLVED this day of mKennedy * Mayor Leta J loughby plane Callander City Secretary City Attorney AGREEMENT BETWEEN THE CITY OF GEORGETOWN AND CHAMBER OF COMMERCE WHEREAS, the City of Georgetown, Texas, hereinafter called CITY, and the Georgetown Chamber of Commerce, hereinafter called CHAMBER, seek to promote tourism, convention activity, and ftistorical and cultural activity; and WHEREAS, the purpose of this Agreement is to authorize the CITY to provide hotel/motel tax funds to the CHAMBER under the terms and conditions hereinafter set forth; NOW THEREFORE, W I T N E S S E T H: In consideration of the recitals set forth above and the terms and condition below, the parties agree as follows: The period of this contract shall be for a period of one (1) year beginning September 1, 1988, through and including September 30, 1989. The total amount of funds to be expended by the CITY under this Agreement to the CHAMBER shall be in accordance with the following purposes and uses and shall not exceed the amounts specified below: a. CITY shall pay 1/2 of the salary for secretary/receptionist to assist the Tourism Director and maintain the daily on-goinq programs of the Tourism Office. The monies provided for this position by the CITY during the term of this Agreement shall not exceed a total of $5,500. (Job description attached.) Chamber agrees it shall be responsible for the remaining 1/2 salary and for all costs of benefits provided this position. The parties agree that this position shall be considered to be an employee solely of the CHAMBER and not an employee of the CITY. 4. CITY shall fund salaries for part-time workers to be used on . --• • basis for• . • projects amount not to exceed $5400 per hour and a total amount not to exceed $1,000 during the term of this Agreement. c. The CHAMBER shall develop and maintain signage and related advertising # • • aid in the implementation of tourism program as set forth in the Marketing Plan for the Georgetown Tourism Development Board, • i but not limited to billboards located at prominent locations along major thoroughfares throughout the state. The amount expended for this provision shall not exceed $10,000, based on copies of invoicesor contractsfor ` CITY's providing funds under this Agreement to the CHAMBER is subject to the following covenants and conditions:. 1. CHAMBER shall utilize funds in compliance with the purpos-M •: conditions set 2. The CHAMBER agrees to follow the direction of the Georgetown Tourism Development Board and/or the Director of Tourism regarding the use of these funds as set forth by the Strategic Plan and Marketing Plan for the Georgetown Tourism Development Board. 3. The CHAMBER agrees to comply with all applicable Statil statutes and local ordinances in conducting the CHAMBER portion of Georgetown's tourism efforts. I 4. The CHAMBER agrees to provide, at leastquarterly, to tia Georgetown Tourism Development Board, a report Of expenditurerm for funds_• and accomplishment of said purposes. 5. The CHAMBER agrees to permit audit of these expend tures by the CITY or its4esignated auditor. Funding by the CITY under Article II of this Agreement to the CHAMBER will be from the receipts of the seven (7) percent Hotel/Motel Room Occupancy Tax in an amount not to exceed that which is indicated in Section 11, above, but in no instance shall the total paid exceed the documented expenditures made by the CHAMBER under the terms of this Agreement4 Payment will be made on a monthly basis for expenses incurred with any unexpended funds to be returned to the CITY at the end of the Agreement period. Georgetown/Chamber Agreement -Page 2 of 4 This Agreement may not be except by an instrument and signed by the CHAMBER. zmnne�� 4Lltered, waived, amended or extendeT 0 1 in writing approved by the City CounciA_ Either party may cancel this Agreement with thirty (30) days prior written notice by certified mail to the other party. Upon notice of termination all obligations shall cease herein and the City shall only provide funding for expenses actually expended up to the notice of termination. VII. NOTICE Notice, as required by this Agreement, shall be in writing to the following: CITY: CHAMBER: Robert Gaylor Gwen Morrison City Manager Georgetown Chamber of Commerce P. O. Box 409 P. O. Box 345 Georgetown, TX 78627 Georgetown, TX 78627 a. It is mutually understood and agreed that the covenants and conditions herein contained shall inure to the benefit of and be equally binding upon the respective executors, administrators, heirl successors and assigns to the parties hereto. b. The CITY andCHAMB * ER mutually agree that the CITY's responsibility to provide funding, as provided in this Agreement, is contingent on the CITY receiving taxes in an amount to cover the purposes of this Agreement from Hotel/Motel Occupancy Tax for the entire period of the Agreement. Georgetown/Chamber Agreement -Page 3 of 4 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed this Eth day of j t1 , 1988. CITY• im Kennedy,` Mayor loughby, Cit Seer ary .■.■• e /��46 4 L_ Diane Callander, City Attorney Georgetown/ChamberAgreement-Page 4 of TITLE: Receotionist -Receives and graciously assists visitors by answering questions, providing information and literature, or directing to the proper persons or department. -Direct visitors to various departments and meetings in the Chamber, and tourists to various attractions and accommodations in the area. 'Disoense maps, brochures and information. Handle sale items. -Maintain brochure racks with an adequate supply of printed material, an inventory of brochures and other needed materials and up-to-date lists and data. -Receive telephone calls and respond to routine telephone a mail enquiries. maintain accurate,record of number of inquiries received. - I -Assist in administrating those committees that might be assigned. Aid in setting up, notl*fying, typing of agendas, and reminding members by telephone of scheduled meetings. -Maintain a calendar of events and file of press clippingE.j -The Receptionist is responsible for the postage machine and handlingofmail, including picking up and sorting of mail as.well as delivering mailings to post office. Address envelopes, assemble mailing pieces, fold and stuff envelopes. -Responsible for scheduling use of meeting room,, including keeping the calendar, making reservations, providing policy information, accepting use fees and providing keys. -Perform other duties as may be assigned. -Extensive contact with business representatives, tourists ' and public. Considerable contact with other members of the/ staff.