HomeMy WebLinkAboutVISITORS BUREAU - 2005-09-19Council/Agency Meeting Held: 9 zl!�h� -
Deferred/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
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Council Meeting Date: 9/19/2005
Departme D Number: ED 05-26
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR CITY CO IL MEMBERS
SUBMITTED BY. N OPE CULBRETH-GRAFT, ITY ADMINISTRATOR
PREPARED BY. AUL EMERY, ACTING DIRECTOR OF ECONOMIC DEVELOPMENT
SUBJECT: Approve Grant Agreement Between the City of Huntington Beach
and the Huntington Beach Conference and Visitors Bureau for
Fiscal Year 2005-06
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: The Huntington Beach Conference and Visitor's Bureau has requested
$400,000 from the City for fiscal year 2005-06. This is an increase of $150,000 over the $250,000
annual funding the City has granted to the Bureau since the fiscal year 2002-03.
Funding Source: Funding for the Grant Agreement is included in the proposed fiscal year 2005-06
City budget, Account No. 10080101.69365.
Recommended Action: Motion to:
1. Approve and authorize execution by the Mayor and City Clerk of the attached Grant Agreement
between the City of Huntington Beach and the Huntington Beach Conference and Visitors
Bureau, for $400,000 for fiscal year 2005-06.
Alternative Action(s):
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REQUEST FOR ACTION
MEETING DATE: 9/19/2005 DEPARTMENT ID NUMBER:ED 05-26
Analysis: The Huntington Beach Conference and Visitors Bureau (HBCVB) wa formed in
November 1989, to represent the community in the solicitation of leisure travelers, tour oups and
conferences. Over the years, the HBCVB has developed annual Huntington Beach Visitors Guides,
meeting planners' kits, multi-lingual brochures, a website, and numerous other marketing materials to
further the goals of the City relating to conferences and tourism.
During fiscal year 2004-05, the HBCVB dramatically improved its website and number of Visitors
Guides, issued weekly press releases to over 1,000 publications, developed the first Meeting
Planners Guide, undertook a branding initiative for Surf City USA, expanded the season for the Pier
Visitor Center, developed an online newsletter - "H B Pipeline," and expanded an extensive
advertising campaign in such publications as Sunset, Better Homes & Gardens and Ladies' Home
Journal.
The attached Grant Agreement increases the City's award from $250,000 to $400,000 for the
2005/06 fiscal year. This increased funding is proposed to accomplish the following activities: 1)
increased support for specific local community programs that encourage overnight tourism, 2) direct
mailing campaign to key travel media, 3) compile City's major film production sites for internet access,
4) work with Huntington Beach Restaurant Association and Downtown Merchants Association to
coordinate collateral materials, and 5) partner with Surfing America to promote 2006 Junior World
Games in Huntington Beach.
The HBCVB has agreed to work with City staff in the development of performance indicators in an
effort to assist in the determination of future funding levels and the appropriate allocation of
resources.
On August 5, 2002, at the request of the City's hotels and motels, the City formed a Hotel/Motel
Business Improvement District (BID). Through this BID, an additional 1% levy is assessed on all
overnight stays in Huntington Beach and given to the HBCVB. It is estimated that these funds will
augment the HBCVB 2005-06 fiscal year budget by approximately $530,000. These BID funds,
coordinated with the monies provided by the City in the attached Grant Agreement, will allow the
HBCVB to increase its advertising, marketing and public relations of Huntington Beach as a year-
round, overnight destination.
Environmental Status:
Attachment(s):
Not applicable.
Grant Agreement between the City of Huntington Beach and the
HBCVB for Fiscal Year 2005/06
2. 1 Funding request from HBCVB dated July 28, 2005.
3. 1 HBCVB
et for fiscal vear 2005-06.
GAJim\ADMIN\CVB rca 0905ver emery.doc -2- 916120051:08 PM
2005/06 GRANT AGREEMENT WITH HBCVB
ATTACHMENT #,l
GRANT AGREEMENT BETWEEN THE CITY OF
HUNTINGTON BEACH AND THE HUNTINGTON BEACH
CONFERENCE AND VISITORS BUREAU FOR PUBLIC
RELATIONS SERVICES
THIS AGREEMENT is made and entered into by and between the CITY OF
HUNTINGTON BEACH, a municipal corporation of the State of California, hereinafter referred
to as "CITY," and the HUNTINGTON BEACH CONFERENCE AND VISITORS BUREAU, a
California non-profit corporation, hereinafter referred to as "GRANTEE."
WHEREAS, CITY desires to grant funds to GRANTEE to perform promotional services,
and provide a conference and visitors bureau in the City of Huntington Beach; and
GRANTEE has agreed to accept such funds and to perform such services;
NOW, THEREFORE, it is agreed by CITY and GRANTEE as follows:
1. GRANT OF FUNDS
CITY hereby grants to GRANTEE the sum of Four Hundred Thousand Dollars
($400,000) for the 2005-2006 fiscal year.
2. PUBLIC PURPOSES LIMITATION/DURATION OF AGREEMENT
All funds granted herein shall be used only for the promotion of the City of Huntington
Beach, to attract visitors and convention business, to provide information to persons interested in
doing business in the community, to represent the City on related regional activities such as the
Film Commission, to operate a conference and visitors bureau to benefit the CITY, and to
perform all services as set forth in the Scope of Services attached hereto as Exhibit "A" and
incorporated by this reference as though fully set forth herein.
In addition to the tasks identified in the Scope of Services (Exhibit A), GRANTEE shall
perform the following tasks:
05agree/visitors bureau-05
• Attend the City Council's Downtown Economic Development Committee meetings.
0 Submit to the Director of Economic Development monthly itemized list of Bureau
expenditures and of subsidiary or fiscal agent accounts, such as the Restaurant
Association within 15 days of month's end.
• Conduct monthly status meetings with the Director of Economic Development.
• Provide monthly written status reports to the City's Director of Economic
Development.
• Brown Act to be followed for Board meetings.
• Board and President to complete Form 700 Statement of Economic Interest and filed
with the City Clerk unless this requirement is waived by the CITY.
These services of the GRANTEE are to commence as soon as practicable after the
execution of this Agreement and all tasks shall be completed no later than September 30, 2006.
This Agreement shall expire on September 30, 2006, unless sooner terminated as provided
herein.
3. RECORDS; CITY STAFF LIAISON
GRANTEE shall maintain separate accounting records for all funds received from
CITY under this Agreement. All expenditures by GRANTEE of all funds received from
CITY shall be subject to review and approval of CITY's Director of Economic
Development. GRANTEE further agrees that all of its records, including those pertaining
to funds received from CITY and all other funds received by GRANTEE, must be
maintained in accordance with standard accounting procedures and principles. As part of
this Agreement, GRANTEE agrees to undertake, at its own expense, an annual audit of
its 2005/06 fiscal year, including all subsidiary or fiscal agent accounts, by a Certified
05agree/visitors bureau-05 2
Public Accountant approved by the CITY, to be conducted at the end of the 2005/06
fiscal year. The results of those audits shall be provided to the CITY upon completion.
The GRANTEE agrees to fully cooperate in such audits. GRANTEE further agrees that
within sixty (60) days after termination of this Agreement, GRANTEE shall submit to
CITY, a final financial statement detailing all expenditures made and all income received
during the effective period of this Agreement.
All accounting records and evidence pertaining to all costs of GRANTEE shall be
kept available at GRANTEE's office, or place of business for a period of not less than
three (3) years after funds are granted to GRANTEE. GRANTEE shall make all of its
records available to CITY during regular business hours for the purpose of auditing and
shall furnish clerical assistance for this purpose to CITY's auditor as required.
GRANTEE shall furnish copies of all records to CITY on request. GRANTEE agrees to
implement all recommendations made by CITY's auditor, if any.
In the event GRANTEE does not make its books and financial records available
within the City of Huntington Beach, GRANTEE agrees to pay all necessary and
reasonable expenses incurred by CITY in conducting any audit at the location where said
records and books of account are maintained.
4. WORKERS COMPENSATION INSURANCE
Pursuant to California Labor Code section 1861, GRANTEE acknowledges awareness of
section 3700 et seq. of said Code, which requires every employer to be insured against liability
for workers compensation; GRANTEE covenants that it will comply with such provisions prior
to commencing performance of the work hereunder.
05agree/visitors bureau-05
GRANTEE shall maintain workers compensation insurance in an amount of not less than
One Hundred Thousand Dollars ($100,000) bodily injury by accident, each occurrence, One
Hundred Thousand Dollars ($100,000) bodily injury by disease, each employee, Two Hundred
Fifty Thousand Dollars ($250,000) bodily injury by disease, policy limit.
GRANTEE shall require all subcontractors to provide such workers compensation
insurance for all of the subcontractors' employees. GRANTEE shall furnish to CITY a
certificate of waiver of subrogation under the terms of the workers compensation insurance and
GRANTEE shall similarly require all subcontractors to waive subrogation.
INSURANCE
In addition to the workers' compensation and employer's liability insurance and
GRANTEE'S covenant to indemnify CITY, GRANTEE shall obtain and furnish to CITY, a
policy of general public liability insurance, including motor vehicle coverage covering the
activities to be funded by the Grant monies as set forth herein. This policy shall indemnify
GRANTEE, its officers, employees and agents while acting within the scope of their duties,
against any and all claims arising out or in connection with the performance of the activities to
be funded by the Grant monies as set forth herein, and shall provide coverage in not less than the
following amount: combined single limit bodily injury and property damage, including blanket
contractual liability, of One Million Dollars ($1,000,000) per occurrence. If coverage is
provided under a form which includes a designated general aggregate limit, the aggregate limit
must be no less than One Million Dollars ($1,000,000) for the activities to be funded by the
Grant monies as set forth herein. This policy shall name CITY, its officers, elected or appointed
officials, employees, agents, and volunteers as Additional Insureds, and shall specifically provide
05agree/visitors bureau-05 4
that any other insurance coverage which may be applicable to any claim shall be deemed excess
coverage and that GRANTEE'S insurance shall be primary.
Under no circumstances shall said above -mentioned insurance contain a self -insured
retention, or a "deductible" or any other similar form of limitation on the required coverage.
6. CERTIFICATES OF INSURANCE; ADDITIONAL INSURED
ENDORSEMENTS
Prior to commencing performance of the work hereunder, GRANTEE shall furnish to
CITY certificates of insurance subject to approval of the City Attorney evidencing the foregoing
insurance coverages as required by this Agreement; said certificates shall:
provide the name and policy number of each carrier and policy;
2. shall state that the policy is currently in force; and
3. shall promise to provide that such policies will not be canceled or
modified without thirty (30) days' prior written notice of CITY.
GRANTEE shall maintain the foregoing insurance coverages in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverages shall not derogate from
the provisions for indemnification of CITY by GRANTEE under the Agreement. CITY or its
representative shall at all times have the right to demand the original or a copy of all the policies
of insurance. GRANTEE shall pay, in a prompt and timely manner, the premiums on all
insurance hereinabove required.
GRANTEE shall provide a separate copy of the additional insured endorsement to each
of GRANTEE'S insurance policies, naming CITY, its officers, elected and appointed officials,
05agree/visitors bureau-05 5
employees, agents and volunteers as Additional Insureds, to the City Attorney for approval prior
to any payment hereunder.
7. INDEPENDENT CONTRACTOR
GRANTEE is, and shall be, acting at all times in the performance of the services of this
Agreement as an independent contractor. GRANTEE shall secure at its expense, and be
responsible for any and all payment of taxes, social security, state disability insurance
compensation, unemployment compensation and other payroll deductions for its officers, agents
and employees and all business licenses, if any, in connection with the services to be performed
hereunder.
8. CITY EMPLOYEES AND OFFICIALS
GRANTEE shall employ no CITY official nor any regular CITY employee in the work
performed pursuant to this Agreement. No officer or employee of CITY shall have any financial
interest in this Agreement in violation of the applicable provisions of the California Government
Code.
9. HOLD HARMLESS
GRANTEE hereby agrees to protect, defend, indemnify and hold harmless CITY, its
officers, elected or appointed officials, employees, agents and volunteers from and against any
and all claims, damages, losses, expenses, judgments, demands and defense costs (including,
without limitation, costs and fees of litigation of every nature or liability of any kind or nature)
arising out of or in connection with GRANTEE'S (or GRANTEE'S subcontractors, of any)
negligent performance of this Agreement or its failure to comply with any of its obligations
contained in this Agreement by GRANTEE, its officials, agents or employees except such loss or
damage which was caused by the sole negligence or willful misconduct of CITY in enforcing
05agree/visitors bureau-05 6
this obligation. GRANTEE will conduct all defense at its sole cost and expense and CITY shall
approve selection of GRANTEE'S counsel. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act as
limitation upon the amount of indemnification to be provided by GRANTEE.
10. NON-DISCRIMINATION
In the performance of this Agreement GRANTEE shall not discriminate against any
employee or applicant for employment on the basis of race, sex, color, religion, ancestry,
national origin, age or as an otherwise qualified handicapped individual. This prohibition shall
pertain to employment, upgrading, demotion or transfer, recruitment advertising; layoff or
termination; rates of pay and other forms of compensation; selection for training, including
apprenticeship; and any other action or inaction pertaining to employment matters, and shall also
apply to proscribe discrimination in any program or activity funded in whole or in part with
funds made available under this Agreement.
11. ASSIGNMENT AND SUBCONTRACTING
This Agreement is a personal service contract and the supervisory work hereunder shall
not be delegated by GRANTEE to any other person or entity without the consent of CITY.
12. COPYRIGHT/PATENTS
CITY shall own all rights to any patent or copyright on any work, time or material
produced as a result of this Agreement.
13. IMMIGRATION
GRANTEE shall be responsible for full compliance with the immigration and
naturalization laws of the United States and shall, in particular, comply with the provision of the
United States Code regarding employment verification.
05agree/visitors bureau-05 7
14. LEGAL SERVICES SUBCONTRACTING PROHIBITED
GRANTEE and CITY agree that CITY is not liable for payment of any subcontractor
work involving legal services, and that such legal services are expressly outside the scope of
services contemplated hereunder. GRANTEE understands that pursuant to Huntington Beach
City Charter §309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not
be liable for payment of any legal service expenses incurred by GRANTEE.
15. ATTORNEY'S FEES
Except as specifically set forth in Section 9 hereof, in the event suit is brought by either
party to enforce the terms and provisions of this agreement or to secure the performance hereof,
each party shall bear its own attorney's fees. The prevailing party shall not be entitled to recover
its attorney's fees from the non -prevailing party.
Balance of page intentionally left blank
05agree/visitors bureau-05 8
16. ENTIRETY
The foregoing sets forth the entire Agreement between the parties.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized officers � �7raC3a-7? /9 200 S
HUNTINGTON BEACH CONFERENCE
AND VISITORS BUREAU, a California
corporation:
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print name
ITS: (circle one) Chairman/President/Vice President
By:
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ITS: (circle one) Secretary/Chief Financial
Officer/Asst. Secretary - Treasurer
REVIEWED AND APPROVED:
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C y Administrator
CITY OF HUNTINGTON BEACH, A
municipal corporation of the State of
California
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APPROVED AS TO FORM:
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05agree/visitors bureau-05 9
SCOPE OF SERVICES
EXHIBIT A
Huntington Beach Conference and Visitors Bureau
Program of Work — FY05/06
(Revised 8/16/05)
QI Q2 Q3 Q4
ADMINISTRATION (Doug)
1. Board Relations: Produce monthly Board package & meeting minutes; maintain on -going X X X X
communications with Chairman, Committees & individual Directors
2. Community Relations: Attend functions & City meetings; act as local industry spokesperson X X X X
and respond to all requests, including media, on an on -going basis
3. Staff Management: Lead, manage & evaluate staff on an on -going basis X X X X
4. Planning: Develop expanded program of work for next three years based on 10% dedicated TOT X
5. Accountability: Update to more rigorous, industry -standard performance reporting measures X X
ADVERTISING/MARKETING (Kathleen)
1. Select new ad agency and redesign Bureau marketing materials with Surf City USA brand theme X X X X
2. Working with new ad agency, develop updated 2006 ad campaign creative & media schedule X
3. Develop comprehensive marketing strategy to reach birders for overnight travel in off season X
4. Create biannual direct mail program for Bureau's visitor database X X
5. Investigate fulfillment houses to identify and select the most cost effective supplier X
6. Consolidate all tracking results for advertising responses into one comprehensive report X
BRANDING (Doug)
1. Process approvals for licensing contracts, product specifications, marketing materials, etc. X X X X
2. Monitor Surf City USATM trademark and URL registrations; police legal infringements X X X X
FINANCIAL (Doug)
1. Manage monthly finances and expenses (8 accounts) and city contracts (Doug/Denise) X X X X
2. Funding: pursue and implement new funding sources, as directed by Future Funding Committee X X X X
3. Coordinate annual audit, insurance policies and tax returns X
Page 1
Huntington Beach Conference and Visitors Bureau
Program of Work — FY05/06
(Revised 8/16/05)
Q1
Q2
Q3
Q4
INTERNET MARKETING (Raya)
1. Maintain website with up-to-the-minute information and photography including:
X
X
X
X
a. Update of special events weekly; add photos & flyers (Denise)
X
X
X
X
b. Update of secondary page photos/quotes
X
X
X
X
c. Update special offers quarterly
X
X
X
X
d. Update of all (other) pages on site, broken links, etc. inc. HB Hotnews
X
X
X
X
e. Photograph, catalog and manage comprehensive growing photo library
X
X
X
X
f. Develop, update and report statistics from new web analytics package
X
X
X
X
2. Complete meeting planners module with RFP lead generation ability (Kathleen/Raya)
X
X
3. Process home page redesign consistent with new Surf City USA brand identity
X
4. Solicit, grow and improve website advertorial listings via existing and new customers
X
X
5. Launch free photo library and ecommerce site for selling photos
X
X
6. Provide ongoing website optimization services and oversight
X
X
X
X
7. Convert media information section to Unidox based system and add "locals" section
X
8. Develop five short videos and post prominently on website (Kathleen/Raya)
X
9 Build film location module for top local film prospects partnering with OC Film Commission
X
X
10. Set up web cam for pier area
X
11. Create interactive itinerary planner
X
X
12. Incorporate hotel room booking engine into website
X
PUBLICATIONS (Kathleen)
1. Develop new copy, photography and layout for 2006/2007 Visitors Guides X X
2. Review photos contained in all libraries for quality control; develop new professional images X
3. Develop Restaurant Guide in conjunction with HB Restaurant Association X X
4. Reprint lure brochure for rack distribution in drive market cities X
5. Develop bimonthly electronic newsletter for local constituents X X X X
6. Develop new, revised Downtown Guide in conjunction with the Downtown HB Business Assoc. X
Page 2
Huntington Beach Conference and Visitors Bureau
Program of Work — FY05/06
(Revised 8/16/05)
Ql Q2 Q3 Q4
PUBLIC RELATIONS (P.R. Director--TBD)
1.
Maintain database of key media contacts and proactive media relations with key travel media X
X
X X
2.
Develop master calendar; write, approve and distribute one press release on a weekly basis X
X
X X
3.
Develop direct mail outreach program for key influential travel media
X
X X
4.
Direct, organize and facilitate Art For Tourism Committee and special project funding (Kathleen)
X
X
5.
Research and develop comprehensive program and budget to upgrade downtown cleanliness (Doug) X
X
6.
Exhibit and work California Media Receptions in New York, Chicago, San Francisco & LA X
X
X X
7.
Update, revise and approve Huntington Beach press kit
X
X
8.
Develop proposed rules and regulations for major events to maximize media exposure for city
X
9.
Audit top 50 travel guides; schedule follow up to update and augment content X
X
X X
RESEARCH (Doug)
1. Develop baseline measurement of awareness and attitudes of visitors in key feeder markets X
VISITOR CENTER (Denise)
1. Operate Visitor Center for tourism -related phone calls, email and walk-ins (Mon. -Fri.)
X X X
X
2. Provide distribution services for 150,000 Visitor Guides
X X X
X
3. Distribute requests for accommodation information to lodgings
X X X
X
4. Manage monthly finances and expenses (8 accounts) and city contracts (Doug/Denise)
X X X
X
5. Operate Visitor Services Ambassador Program kiosk at Pier (Doug/Denise)
X
X
6. Maintain stock of information brochures in Visitor Center and seasonal kiosk
X X X
X
Page 3
SEP 01 2005 2:41 PM FR HRH INSURANCE 760 060 4799 TO 917143741590
P.01i02
ACORD- CERTIFICATE OF LIABILITY INSURANCE
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER C
HRH Insurance Services of Southern Calif ONLY AND CONFERS NO RIGHTS UPON THE C
P. O. Box 7248 HOLDER. THIS CERTIFICATE DOES NOT AMEN
ALTER THE COVERAGE AFFORDED BY THE P
DATE (MMMONYYY)
11/17/2004
EXTEND OR
CIES BELOW.
Orange, CA 92863
T(714)771-7400 Fx(714)633-8065 INSURERS AFFORDING COVERAGE NAIC #
INSURED INSURER A; American Economy Ins. Co. 19690
Huntington Beach Conference INSURER S:
& Visitors Bureau % Doug Traub INSURER c:
301 Main Street Suite #208 INSURER D:
Huntington Beach, CA 92648 INSURER E.-
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, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LT
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TYPE OF INSURANCE
POLICY NUMBER
4CY EFFECTIVE
DATE MM
POLI Y EXPIRATION
DATE M
LIMITS
A
GENERAL LIABILITY
02803542736
11/01/2004
11101/2005
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DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Certificate Holder is named as additional insured.
*10 day notice of cancellation for nonpayment. This certificate is subject
to conditions and exclusions contained in the policy,
- tL L;X,
City of Huntington Beach, It's
Agents, Officers and Employees
2000 Main Street
Huntington Beach, CA 92648
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE tsSUtNG INSURER WILL )tPA%VMxRMAIL 30* DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.3=
ACORD 25 (2001/08) 1 of 1 #S160773/M155416 LICENSE 66V603 2LCUR 0 ACORD CORPORATION 1988 i
SEP 01 2005 2:41 PM FR HRH INSURANCE 760 360 4799 TO 917143741590 P.02i02
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY,
ADDITIONAL INSURED - DESIGNATED 8P 70 57 05 93
PERSON OR ORGANIZATION BUSINESSOWNERS
This endorsement modifies insurance provided under the following:
BUSINESSOWNERS LIABILITY COVERAGE FORM
SCHEDULE`
Name of Person or Organization:
CITY OF HUNTINGTON BEACH, ITS AGENTS, OFFICERS AND EMPLOYEES
200 MAIN STREET
HUNTINGTON BEACH CA 92648
WHO.IS AN INSURED (Section C) is amended to include as an insured the person or organization shown in the Schedule
as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you.
'Information required to complete the Schedule, if not shown on this endorsement, will be shown in the Declarations.
hApp VED TO FORM
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** TOTAL PAGE.02 **
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CERTHOLDER COPY
STATE
P.O. BOX 420807, SAN FRANCISCO,CA 94142-0807
COMPENSATION
IN S U R A N C E
FUND
CERTIFICATE OF WORKERS' COMPENSATION INSURANCE
ISSUE DATE: 08-22-2005 GROUP.
POLICY NUMBER: 1182269-2005
CERTIFICATE ID: 8
CERTIFICATE EXPIRES: 0 1 -0 1 - 2006
01-01-2005/01-01-2006
CITY OF HUNTINGTON BEACH
2000 MAIN STREET
HUNTINGTON BEACH CA 9264a
SG
This is to certify that we have issued a valid Workers' Compensation insurance policy in a form approved by the
California Insurance Commissioner to the employer named below for the policy period indicated.
This policy is not subject to cancellation by the Fund except upon30 days advance written notice to the employer.
We will also give you 30 days advance notice should this policy be cancelled prior to its normal expiration.
This certificate of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded
by the policy listed herein. Notwithstanding any requirement, term or condition of any contract or other document
with respect to which this certificate of insurance may be issued or to which it may pertain, the insurance
afforded by the policy described herein Is subject M all the terms, exclusions, and conditions, of such policy.
AUTHORIZED REPRESENTATIVE PRESIDENT
EMPLOYER'S LIABILITY LIMIT INCLUDING DEFENSE COSTS: $1,000,000 PER OCCURRENCE,
ENDORSEMENT d2065 ENTITLED CERTIFICATE HOLDERS' NOTICE EFFECTIVE 01-01-1994 IS
ATTACHED TO AND FORMS A PART OF THIS POLICY.
EMPLOYER
HUNTINGTON BEACH CONFERENCE AND VISITORS
BUREAU (A NON-PROFIT CORP.)
301 MAIN ST STE 208
HUNTINGTON.BEACH CA 92648
(REV.2•D5)
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PRINTED : 08-22-2005
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7/28/05 FUNDING REQUEST FROM HBCVB
ATTACHMENT #2
July 28, 2005
Mr. Michael Hennessey
Director of Economic Development
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Michael:
Huntington Beach
Conference and Visitors Bureau
The Huntington Beach Conference and Visitors Bureau is requesting a grant of $400,000 for the
2005/06 budget year from the City of Huntington Beach. The sum will be invested in the salaries
of two employees and overhead expenses required to implement a modest program of work and
operate a weekday Visitor Center. As in past years, our activities will include:
running a full -page co-op ad in the California Visitors Guide to provide a call to
action in the State's most important visitor publication with more than 50% of the
expense paid by outside contributions;
engaging a Certified Public Accountant to perform a comprehensive audit of all
Bureau revenues and expenditures; and
distributing 150,000 copies of the Huntington Beach Visitors Guide with professional
wire racks and availability in the Orange County Welcome Center and two airports.
With the increased funding amount of $150,000, the Bureau is also proposing to accomplish the
following activities during the upcoming fiscal year:
1. Development of a comprehensive direct mail campaign to target key influential travel
media and capitalize on the success of our existing public relations efforts in the popular
media. ($40,000)
2. Creation of a special committee to analyze and authorize spending on specific local arts
and community projects that benefit our residents while at the same time encourage and
promote overnight visitation to our city ($50,000)
3. Formalization of a marketing alliance between the Bureau, Huntington Beach Restaurant
Association and the Downtown Huntington Beach Business Association (BID) to
produce professional new collateral materials consistent with the city's new brand
identity. ($10,000)
4. Compilation of the City's major film production sites for access over the internet by film
scouts, movie producers, advertising agents, etc. through a partnership between the
Orange County Film Commission and the Bureau. ($25,000)
5. Development of a marketing partnership with Surfing America to promote the 2006
Junior World Games in Huntington Beach thereby reinforcing the message that we are a
lifestyleoceanfront destination. ($25,000)
301 Main Street, Suite 208 • Huntington Beach California 92648-5171 Tel 714-969-3492
Fax 714-969-5592 • www.hbvisit.com
Mr. Michael Hennessey
Page Two
We appreciate the support the City has provided the past 17 years. We look forward to the day
when our organization can play an even bigger role in developing local tourism and the City
recognizes this stature by providing permanent, dedicated funding comparable to CVBs in other
communities where marketing as an overnight destination is a priority.
Sincerely,
Doug Traub
President & CEO
Encs.
HBCVB 2005/06 BUDGET
ATTACHMENT #'3
HUNTINGTON BEACH CONFERENCE AND VISITORS BUREAU
CITY GRANT OPERATING BUDGET
FISCAL YEAR
2005-2006
Accounting / Payroll Service / Audit
$ 8,600.00
Advertising
171,000.00
Exhibit / Seminar / Registration Fees
3,100.00
Health Insurance
14,500.00
Liability Insurance
1,800.00
Manager's Expense
5,200.00
Office Supplies
3,800.00
Payroll Taxes
10,800.00
Pension
13,000.00
Postage/Fulfillment
15,500.00
Rent / Electricity / Janitorial
21,100.00
Salaries
113,700.00
Subscriptions / Dues
5,700.00
Telephone
4,100.00
Travel Expenses
8,100.00
TOTAL $400,000.00
RCA ROUTING SHEET
INITIATING DEPARTMENT: Economic Development Department
SUBJECT: Agreement with H.B. Conference & Visitors Bureau for
Fiscal Year 2005-06
COUNCIL MEETING DATE: September 19, 2005
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Contract/Agreement (w/exhibits if applicable)
Attached
Not Applicable
❑
(Signed in full by the City Attorney)
Subleases, Third Party Agreements, etc.
Attached
Not Applicable
❑
Approved as to form by City Attorne
Certificates of Insurance (Approved b the City Attorne
( pp Y Y Y)
Attached
Not Applicable
❑
Fiscal Impact Statement (Unbudget, over $5,000)
Attached
Not Ap licable
❑
Bonds (If applicable)
Attached
Not Applicable
❑
Staff Report (if applicable)
Attached
Not Applicable
❑
Commission, Board or Committee Report If applicable)
P ( pp )
Attached
Not Applicable
❑
Findin s/Conditions for Approval and/or Denial
9 pp
Attached
Not Applicable
❑
E
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED
Administrative Staff
Assistant City Administrator (Initial
City Administrator (Initial)
City Clerk
EXPLANATION FOR RETURN OF ITEM:
RCA Author: Iamb
ly, CITY OF HUNTINGTON BEACH
f.11i�
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
JOAN L. FLYNN
CITY CLERK
September 23, 2005
Huntington Beach Conference & Visitors Bureau
301 Main Street
Huntington Beach, CA 92648
Attention: Douglas Traub
Dear Mr. Traub:
Enclosed is a copy of the Grant Agreement between the Huntington Beach
Conference & Visitors Bureau and City of Huntington Beach for fiscal year 2005-
2005 for your records.
Sincerely,
tLn. Flynn
erk
Enclosure: Agreement
G: foI1owup: agrmtltr
(Telephone: 794536-5227)