HomeMy WebLinkAbout8.1 TVCVB Agreement CITY CLERK
File #600-30
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 15, 2003
SUBJECT: Agreement with the Tri-Valley Convention
and Visitors Bureau (TVCVB)
Report Prepared by: Christopher L. Foss
Economic Development Director
ATTACHMENTS: 1. Draft agreement with the TVCVB
2. TVCVB FY 2003-2004 BBdget
RECOMMENDATION:~/~ Approve the proposed agreement and authorize the City Manager to
execute the agreement.
FINANCIAL STATEMENT: The TVCVB funding of $62,231 was approved in the FY 2003-2004
budget.
DESCRIPTION: For the past several years, the City of Dublin has provided financial
support to the Tri-Valley Convention and Visitors Bureau's (TVCVB) efforts to market the Tri-Valley to
convention and tourist travel. The TVCVB serves the cities of Dublin, Livermore, Pleasanton and San
Ramon as a liaison between potential visitors to the Tri-Valley and the hospitality businesses that will host
them, and acts as the information clearinghouse, convention' consultant, and promotional marketing
agency for the area.
The proposed agreement with the TVCVB formalizes the expectations of the TVCVB and addresses
responsibilities in several areas, including financial record keeping and reporting, anm~al audits, and
oversight responsibilities of the TVCVB Board of Directors. The proposed agreement calls for the
.preparation of an annual Program Budget (see Attachment 2) and detailed monthly financial reports, as
well as an annual audit of the TVCVB's financial records. The proposed agreement also provides for City
representation on the TVCVB's Finance Committee to review the organization's finances. The City will
also disburse funding twice (July and January) each year.
Staff believes that the proposed contract and its financial controls will protect the City's interests in
assuring that the services for which the City of Dublin contracts with the TVCVB will be delivered.
RECOMMENDATION: It is recommended that the City Council review and approve the proposed
agreement with the Tri-Valley Convention and Visitors Bureau, and authorize the City Manager to
execute the agreement.
COPIES TO:
ITEM NO. _~~
Hdcc-forms/agdastmt. doc :~ '~:
AGREEMENT WITH
TRI-VALLEY CONVENTION & VISITORS BUREAU
THIS AGREEMENT is made and entered into this __ day of July, 2003, by and between
CITY OF DUBLIN, a municipal corporation (hereinafter referred to as the "City"), and TRI-
VALLEY CONVENTION & VISITORS BUREAU, a non-profit corporation (hereinafter referred to
as "TVCVB").
WlTNESSETH:
A. TVCVB has qualified to receive City funds to provide community services as stated in
this Agreement.
B. In the judgment of the City Council, it is appropriate and advisable to provide money to
TVCVB for fiscal year 2003-04 to assist it financially in providing specified community services.
C. The Tri-Valley Convention and Visitor's Bureau (TVCVB), formerly known as the
Pleasanton Convention Visitors Bureau (CVB) has expanded its services to include businesses in the
Cities of Livermore, Dublin, and San Ramon. The City of Livermore, the City of Pleasanton, and the
City of San Ramon, have agreed to participate in the TVCVB. Each city has separate contracts,
agreements, and conditions. The City and TVCVB agree as follows:
NOW THEREFORE, in consideration of the mutual covenants, the parties agree as follows:
1. TVCVB's Services. TVCVB shall attempt in good faith to provide services and furnish
the necessary materials, supplies, facilities, and personnel to promote the City of Dublin by increasing
convention and visitor trade in Dublin, encouraging Dublin hotel use, supporting special events in
Dublin, and performing services that assist Dublin businesses. The TVCVB has the right to act
independently regarding funding and related contract issues.
2. Sufficiency of TVCVB's Services. The City's Administrative Services Director shall
monitor and review the level of funded services provided during the term of this contract and shall
submit an annual review of the TVCVB's services to the City Council.
3. Term. TVCVB shall attempt in good faith to provide such services stated above during
City of Dublin's fiscal year, July 1, 2003 through June 30, 2004.
4. Allocated Funds: The City's financial contribution to the TVCVB is based on a
formula by which each member City contributes its share based on the number of that City's hotel
rooms compared to the total hotels rooms in the Tri-Valley area. City has allocated for fiscal year
2003-04 the sum of $62,231 to the TVCVB. City funds shall be disbursed twice each year (July and
January) and these funds are not be used for any of the following without the expressed written consent
of the City:
Donations
Political Contributions ~.
Attachment 1
Gifts
Non-business related travel
_ Non-budgeted items
_ Depreciation expense of equipment
_ Funding for projects requiring matching funds or projects presently supported in part by
City funds that would, in effect, result in duplicating City fimding.
5. Financial Records and Reports.
A. The TVCVB shall be responsible for preparing and maintaining accurate and
adequate financial records on a timely basis.
B. All financial records shall be made available to the City's Administrative
Services Director (or his/her designated representative) upon request during normal working
hours.
C. The TVCVB's Chief Executive Officer will prepare or cause to be prepared a
monthly financial report to the Board of Directors of the TVCVB.
D. The Monthly Financial Report shall include at a minimum the monthly check
register, copies of the most current month's bank statements, and a worksheet containing
monthly and year to date, actual line item revenues and expenditures compared to budgeted line
item revenues and expenditures.
E. The TVCVB's Chief Executive Officer will prepare or cause to be prepared an
annual Program budget for consideration by City members by March 1 of each year (Section 5,
Article IX of the TVCVB By-Laws). The proposed budget will be reviewed by a committee
made up of City Managers, or their designees, from each contributing city no later than March
30 of each year. The review of the budget will suggest the level of funding each City Manager
will recommend to his or her City Council during the regular budget process, should such
fimding be recommended.
6. Audit.
A. The TVCVB will contract annually with an Independent Auditor for a financial
audit.
B. The TVCVB will provide the City with a copy of the audit by October 1
following the close of the fiscal year on June 30.
7. Oversight Responsibilities of the Board.
A. The City and TVCVB Board recognize and agree that with the minimum
staffing of the TVCVB, the Board must play a significant role in the internal control structure
of the financial operations, and must help ensure the proper use and reporting of City funds.
B. The TVCVB shall have in place a Finance Committee at all times.
C. The Finance Committee will consist of the Board Treasurer, the Chief Executive
Officer, and at least two other Board members. One or more City staff representatives (ex.
Administrative Services Director), including Financial Officers, may (if one or more City
wishes representation) also serve on the Committee.
D. The Finance Committee will meet no less than twice per year to review the
annual budget, the financial audit, and financial records as necessary and prudent, and to help
ensure appropriate internal controls.
8. TVCVB's Status. In the performance of the services set forth in this agreement,
TVCVB shall have the status of an independent contractor and TVCVB shall not be considered to be
an employee of the City for any purpose. All persons working for or under the direction of TVCVB
are its agents, servants, and employees and are not agents, servants, or employees of the City.
9. Termination of A~reement by Ci .ty. The City may terminate this agreement at any
time by mailing a notice in writing to the TVCVB that the City will no longer provide funding. The
agreement shall then be deemed terminated, and no further funding shall be required to be allocated by
the City for TVCVB. The money allocated to TVCVB may be apportioned either by the number of
months or services provided by TVCVB, if the funding is terminated.
10. Indemnify and Hold Harmless. TVCVB shall defend, indemnify, and hold harmless,
the City and its officers, and employees from and against all claims, losses, damage, injury, and
liability for damages arising from errors, omissions, negligent or wrongful acts of the TVCVB in the
performance of its services under this Agreement, regardless of whether the City has reviewed and/or
approved the services which have given rise to the claim, loss, damage, injury or liability for damages.
11. Notices. All notices herein required shall be in writing and shall be sent by certified or
registered mail, postage prepaid, as follows:
City of Dublin TVCVB
100 Civic Plaza 260 Main Street
Dublin, CA 94568 Pleasanton, CA 94566
12. Conformance to Applicable Laws. TVCVB shall comply with all applicable Federal,
State, and City laws, rules, and ordinances. No discrimination shall be made by TVCVB in the
employment of persons to work under this contract because of race, color, national origin, ancestry,
sex, or religion of such person.
13. Scope of Agreement. This writing constitutes the entire Agreement between the
parties relative to the services and modification hereof shall not be effective unless and until such
modification is evidenced by a written amendment signed by both parties to this Agreement.
THIS AGREEMENT executed the date and year first above written.
ATTEST: CITY OF DUBLIN
By:.
Kay Keck, City Clerk Richard C. Ambrose, City Manager
APPROVED AS TO FORM: TRI-VALLEY CONVENTION AND
VISITORS BUREAU
Elizabeth Silver, City Attorney Chairperson, Board of Directors
,~,.,:¢~. ~,~;~: Pleasanton · Livermore
- ~.~,;,~,~ .... Dublin · San Ramon
M~ch 7, 2003 ...... ~.~ ~ ~, .
Mr. ~ch~d C,' Ambrose :~x:x '~:,~:
City M~ager
City of Dublin
100 Civic Plaza CO~W~UON & VISITOR'S BUREAU
Dublin, Califoma 94568 FILM & VIDEO COMMISSION
RE: Funding Request for Fiscal Year 2003-2004
Dear Mr. Ambrose:
The TriTValley CVB's budget request from our four funding cities for the upcoming fiscal year
beginning on July 1, 2003 is $478,697.00, With the remaining budget to be derived from membership
dues ($68,519.00), projected program income (ticket sales, booth sales, newsletter inserts, etc. totaling
$14,425.00), and a grant requested from the County of Alameda ($20,000.00).
The budget proposed is designed to implement and manage the sales and marketing of the Tri~Valley
region. The result of CVB efforts is additional revenue to the four cities that they would not have
without .CVB support services.
The Tri-Valley CVB is designed to bring in visitors during the weekend and "shoulder" period,
November through March, but also uses its resources to augment business throughout the week. In this
fiscal year to date the CVB has generated 76 group leads resulting in 34 confirmed bookings (2,243
room nights) representing a projected $601,124.00 in generated revenue to the valley.*
Additional, qualitative benefits include increased "brand recognition" of the Tri-Valley region, as well
as numerous member benefits - promotion in the annual Visitor Guide; free listing in collateral
produced by the Bureau; representation at all trade shows, sales events, promotions managed by the
CVB; a visitor center to display member brochures and flyers; networking opportunities with industry
professionals to enhance the members' bottom line; inclusion in continued marketing and promotional
programs; and a free listing and link on the CVB web site.
* This number is based on total room nights multiplied by average spending generated per day ($268 for 2001). Sources:
International Association of Convention & Visitor Bureaus (IACVB) Foundation, Travel Industry Association of America
(Travel Price Index), U.S. Department of Labor, Bureau of Labor Statistics (Consumer Price Index). See attachment
"Convention Income Survey" for breakdown of costs.
260 Main street, Pleasanton, CA 94566 Teli'(925) 846~8910 F~X:'(92 Attachment 2
http://www. TriValleyCVB. com
Tri-Valley CVB Program Budget Letter - Page 2 of 6
Per requests from our funding cities, and to better demonstrate where city funds are going, a program
budget has been created detailing our expenses for services in the following five programs:
1) Events/Membership
2) Sales & Marketing
3) Film Commission
4) Sports Commission
5) Program Administration Support
Per your request, I've included the budget for Fiscal Year 2002-2003. Where applicable, I've added
comments explaining changes versus last year's budget.
"Staffing Costs" have been moved to Program Administration Support instead of being broken out by
program. Since the CVB staff does not track hours this change seemed more approriate. However, I've
included a comparison versus last Fiscal Year for staffing costs and estimated percentages of staff's time
among the programs.
Shipping/Postage charges have also been consolidated into Program Administration Support. As we
cannot track each mail item by program, we've moved all metered mail to this program. However, Bulk
Mail costs used for our newsletter mailings, have been captured in our Events/Membership program.
Major budget increases for fiscal year 2003-4 include insurance premiums, rent, and some trade show
fees. Major decreases include most major design fees (which were tagged as "one time expenses" for
FY 02-03) and the elimination of two trade shows.
Events/Membership
As its name suggests., this program Covers the events hosted by the CVB and programs and services
related to membership.
"Hosting Events" is the largest portion of this program's budget, with a very slight increase over last
year's budget. Becausetwo of our four events also have ticket and booth sales, we have historicaly been
able to generate income to help offset the'additional costs, as we expect to do again next fiscal year with
an estimated $14,425.00 in projected program income. Our events provide current .and prospective
members with wonderful networking opportunities throughout the year, a chance to learn more about the
CVB' s services, and allow the CVB to partner with other local organizations (Chambers of Commerce,
etc.) on regional events. This year our biggest event, the Tri-Valley Regional Mixer, was a huge success
with attendance of 485.
260 Main Street,"Pieasanton, CA 9~45'66' ;Fell (925) 846-8910 Fax: (925) 846-9502
http : //www. Tri Valley CVB. com
Th-Valley CVB Program Budget Letter - Page 3 of 6
The "Board Retreat" budget has remained the same. This year we continued to "keep it local" to help
offset additional costs. By using a member facilitator and venue/caterer, we also helped provide
economic support back to our own community. My plan is to do the same next fiscal year. Following
discussion at the Retreat this year, I created a Branding Strategy for the Tri-Valley region, which
provides stretegic direction and platform for the program budget. I've presented this at the CVB's
Board of Directors' Meeting as well as at the Th-Valley Council Meeting, whose attendees include area
City Council Members and City Managers. For your convenience, I've attached a copy of my
presentation.
Our budget for "Membership Solicitation/Maintainence,' has increased, now better representing costs
involved in gaining and retaining members. As our membership goals increase our resources should
follow suit. We currently have 305 members, 36 total in Dublin, which breaks out to 29 business
members and 7 city members. So far this fiscal year we have solicited 3 new Dublin members. For
your convenience, I've attached a listing of our Dublin membership.
A new category for this budget is "Local Events", which contains all event attandance fees and related
expenses. This category will help track the costs associated with attending our local partners events,
luncheons and mixers.
The CVB produces a "Newsletter" six times a year to help communicate with our members and provide
them an opportuntity to advertise. This year we were able to save money by obtaining a Bulk Mail
permit and mailing our newsletters out via Bulk Mail istead of using first class, metered mail.
Another new category this year is "Broadcast E-mail". In an effort to commuicte more immediately
with current and prospective members we' ve started to use an electronic newsletter format. This new
technology allows the CVB to provide color photos, enhanced graphics, and copy and links about local
news and events. It also tracks who has read the e-mail, how many times they' ve read it, and which
links they clicked on for each campaign.
Based on historical data we've able to modify some of our remaining budget items. For instance, our
community outreach effort includes, a reduced cost for mileage for "Speaking Engagements" thus a
lower budget. We' ve eliminated the "Pleasanton Downtown Walking Tours", "Wheels BUS Tours of the
Valley" and the "Dining Guide" (which will be handled online).
Finally, we' ve moved the Shipping/Postage budget associated with the "Visitor Guide" and "Visitor
Information/Servicing" to Program Administration Support.
260 Main Street, Pleasanton, CA 94566 Teii (925) 846~8910 Fax: (925) 846-9502
http : //www. Tri ValleyCVB. corn
Th-Valley CVB Program Budget Letter- Page 4 of 6
Sales & Marketing
"Trade Shows" is the largest portion of this program's budget, comprised of seven shows to pursue the
Association, SMERF (Social, Military, Education, Religious, and Fraternal), Government, Corporate,
and Tour & Travel/Leisure markets. Based on our Branding Strategy we've elected to keep our focus on
the Western region, dropping an Internationally-focused trade show (Pow Wow). In additon, a trade
show we had previously attended no longer exists (MPI/Sacramento). These trade shows often allow
members to co-op booth space to gain additional sales contacts and further stretch sales & marketing
dollars~ These contacts are then passed on to the entire CVB membership to pursue.
New to this budget is a category to capture the costs associated with "Small Trade Shows/Sales Blitzes".
We've found that many smaller, regional trade show opportuntities crop up during the year that we want
to attend. Additionaly, we've increased the frequency of our Sacramento area "Sales Blitzes". The
creation of this new category helps capture these important Sales-related activities.
Our public relations efforts previously included twice-yearly "National Press Tours", during which we
hosted up to 30 travel writers/photographers from around the country. These programs were possible
because the CVB was able to share costs with BART, the Oakland International Airport, and the
Oakland, Berkeley, and Vallejo CVBs. However, the group has decided to disband and keep their
public relations efforts focused on their respective areas.
We believe that our PR efforts should be used to develop and cultivate media interest and coverage of
the Th-Valley, the CVB, and our regional offerings, so we've included a budget for Professional Fees.
This PR Consultant will work with the CVB to fine tune target media and opinion leader lists, develop
specific and personalized outreach, pitches and stories, publicize events and happenings, and help to
ensure consistent messaging and positioning.
Since the CVB acts as the marketing and public relations arm for the Tri-Valley region, our marketing
tools are of the utmost importance. We've designated a significant portion of this program's budget to
"Advertising", which includes design fees and placement inWestern regional, drive-in and local
publications. Because we've been able to establish a c6nsistent look and feel during this fiscal year, we
anticipate lower design fees for next fiscal year, but are requesting additional placements fees to
maximize our exposure.
Along the same lines, our printed collateral and "Brochures" budget has been decreased because we
anitcipate less design fees and printing costs. Plans for a new 'Weddings' brochure are being
formulated to help tap into this market segment.
And because our "Web Site" has been beautifully redesigned with new tools, increased functionality and
user freindliness in the current fiscal year, costs for next fiscal year have dropped dramatically and
include only Maintenance and Hosting fees.
This program's budget also includes administrative costs such as "Supplies", (previously under "Hotel
DOS/GM Meetings" and "Sales Calls/Telemarketing") "Promotional Items", "Dues & Subscriptions",
and "Professional Industry Conferences" which are necessary to market our region, as well as maintain
industry relationships and keep up with trends.
260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502
http://www. TriValleyCVB. corn
'Tri2Valley CVB Program Budget Letter- Page 5 of 6
Film Commission
The Film Commission is designed to bring production companies to the region to shoot print
advertisements, commercials, television shows, and independent and feature films, enhancing our
economic bottom line and publicizing the Tri-Valley.
Historically this has been done with a full-time Film Commissioner actively pursuing and promoting
locations, attending trade shows, and responding to location information requests. The previous Film
Commisisoner position has been vacant for some time, yet the Film Commision will continue to fulfill
location information requests using existing staff, asissting productions in the permitting Process and
providing them with information and photos of specific sites in the Tri-Valley. To aid us in servicing
potential film leads, our newly designed web site includes a digital Locations Library featuring Tri-
Valley locations, an online lead form, and permitting and area conatct information.
Also new is the budgeting for the "California Independent Film Festival", held the first weekend in
November in the Th-Valley. The CVB partnered with the Livermore Valley Winegrowers Association
and Yankee Films to bring over 1,000 visitors to our region to enjoy the best in independent films, great
food and wine, and area attractions. It also brought Academy Award(b-winning actor Martin Landau to
our area to be honored with a Lifetime Achievement award. As a result of our efforts, we received lots
of favorable press, which increases awareness of the Tri-Valley area. We plan to again help put on this
exciting weekend event.
The budget for the Film Commis-sion has been slightly reduced overall, yet still allows the Th-Valley to
maintain a presence through continued membership in American Film Commissions International
(AFCI), participation in the Locations Trade Show, updated collateral, and the maintenance of a digitial
film locations library.
Sports Commission
The Sports Commission is designed to bring new tournaments and festivals to the Tri-Valley area. The
region is perfectly suited to host such events, given the convenient location, lodging, restuarants as well
as abundance of playingfields and sports venues. With the addition of our soon-to-be-completed "Sports
Facilities Guide", we will be able to better market the area to this market segment. The completion of
this guide allows us to eliminate the need for a separate "Brochures" budget in FY 2003-04.
The budget for this program has been reduced overall, yet still consists of membership to the National
Association of Sports Commissions, one sports-themed trade show, "TEAMS", advertising placement,
and administrative costs for supplies, mileage, and meals & entertainment.
260 Main St;eetl Pleasant0n, cA 94566" T~i: (925)846-'8910 Fax: (925i 846-9502
http://www. TriValleyCVB. corn
Tri-Valley CVB PrOgram Budget Letter - Page 6 of 6
Program Administration Support
The final pro. gram deals primarily with occupancy and operatiOnal expenses for the CVB. The most
noticable changes frOm last fiscal year are the increases in rent and insurance premiums. As previously
mentioned, 'I've consolidated the Shipping/Postage costs here for all metered mail, as well as all Staffing
Costs.
The Budget summary page breaks out all revenue, projected income, and expenses by Program. In
addition, I've included a Staffing Costs comparisOn and estimated percentage of time by staff member,
for each program.
I've attached our proposed budget which details our programs and services. For your convenience, the
budget includes a comparison to last fiscal year's budget. You'll also find related attachments and
source material for the return on investment figures I've quoted within this letter, as well as a list of
hotels and rooms per city, which is the basis for determining each funding city's share.
We respectfully seek your support and look forward to continuing our regional partnership. Thank you
for your consideration.
Best r~egards, .
Amy/R./B la](~
Executive Director
cc: Christopher Foss - Economic Development, City of Dublin
Attachments
260 Main'Streetl Pleasanton, CA 9~5~6' Tel: (955~ 846'89i0 Fax: (925) 846:~502
http://www. Tr~VaIleyCVB. corn
Tri-Valley Convention & Visitors Bureau
Program Budget
FY July 1, 2003 - June 30, 2004
Breakout 2003-04 2002-03 Change vs. ' Comments
Estimate Budget Budget Last FY
Programs
1. Events/Membership
Hosting Events 13,080.00 13,645.00 (565.00) Shipping/Postage moved to Program 5
CVB Luncheon 8/03 Ticket sales help offset costs ($4,000)
Rental Charges 300.00
Catering 3,000.00
Promotional Items 400.00
Professional Services 500.00
Supplies . 2,500.00
Mileage 100.00
Fall Educational Mixer 10/03
Rental Charges 150.00
Catering 100.00
Supplies 30.00
Mileage 20.00
Regional Mixer 1/04 Ticket sales help offset costs ($6,000)
Rental Charges 500.00 Booth sales help offset costs ($2,625)
Catering 5,000.00
Supplies 150.00
Mileage 30.00
Spring Educational Mixer 4/04
Rental Charges 150.00
Catering 100.00
Supplies 30.00
Mileage 20.00
Board Retreat 11/03 3,600.00 3,600.00 0.00 Comes from Member Fees
Professional Services 1,730.00
Rental Charges 350.00
Catering 600.00
Promotional Items 600.00
Supplies 300.00
Mileage 20.00
Membership Sollcltation/Malntenance 4,200.00 6,315.00 (2,115.00) Event Attendance & related expenses
Suppiies 2,000.00 moved to new category,'Local Events"
Mileage 500.00
Advertising Ptacemenl 400.00
Design Fees 150.00
Trade Show Fees 1,100.00
Mea{s & Entertainment 50.00
Local Events 2,850.00 0.00 2,850.00 Local Events is new category;
Event Attendance 2,500.00 Event Attendance & related expenses
Mileage 300.00 are now contained there
Meals & Entertainment 50.00 Shipping/Postage moved to Program 5
Newsletter (6x/year) 5,290.00 7,110.00 (1,820~00) Use of Bulk Mail has reduced Shipping/
Printing 1,500.00 Postage costs
Shipping/Postage (Bulk Mail) 1,000.00
Supplies 2,700.00 Advertising inserts provide offsetting
Mileage 90.00 income ($1,800)
Broadcast E-mall 600.00 0.00 600.00 New cat~gory
Professional Services 600.00
Speaking Engagements 50.00 150.00 (100.00) Adjusted based on historical data
Mileage 50.00
Tri-Valley CVB Program Budget
FY July 1, 21~03 - June 30, 2004
· Page1
Breakout 2003-04 2002-03 Change vs. Comments -
Estimate Budget Budget Last FY
1. Events/Membership (continued)
Pleasanton Downtown Walking Tour
(with PDA and Chamber) 0.00 1.200.00 (1,200.00) Eliminated
Wheels Bus Tours of the Valley 0.00 60.00 (80.00) Eliminated
(2xlyear)
Dining Guide 0.00 170.00 (170.00) Eliminated because will be online
Visitor Guide 0.00 2,700.00 (2,700.00) Combined w/Visitor Info
Shipping/Postage Shipping/Postage moved to Program 5
Visitor Information/Servicing 65.00 3,760.00 (3,695.00) Combined with Visitor Guide
Supplies 65.00 Shipping/Postage moved to Program 5
Subtotal Events/Mbrshp. Expenses: 29.735.00 38,730.00 (8,995.00)
Split among programs last FY;
Estimated Staffing Costs: 0.00 82,267.00 (82,267.00) Consolidated in Program 5 for FY 03-0~
Total Events/Mbrshp. Expenses: 29.735.00 120,997.00 (91,262.00) (Totat staffing amount for this progran'
for FY 03-04 equates to $86,418.00
Tri-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page2
Breakout 2 0 0 3 - 0 4 2 0 0 2 - 0 3 Change vs. Comments
Estimate Budget Budget Last FY
2. Sales & Marketing
Trade Shows 17,250.00 26,175.00 (8,925.00) Fewer trade shows budgeted vs. LY;
CalSAE Sacramento savings equate to $8,170
Trade Show Fees 700.00
Tr~vel 5.00 Shippin[~/Postage moved to Program 5
Supplies 100.00
Promotional Items 650.00
Meals & Entertainment 25.00
Rental Charges 250.00
Mileage 75,00
NCCMPI Santa Clara
Trade Show Fees 700,00
Travel 0.00
Supplies 150,00
Promotlenal Items 550.00
Meals & Entertainment 40.00
Rental Charges 360.00
Mileage 30.00
CaITIA
Trade Show Fees 2,000.00
Travel 800.00
Mileage 55.00
Supplies 50. O0
Meats & Entertainment 100,00
Rental Charges 300.00
NTE Shows
Trade Show Fees 1,440.00
Travel 530.00
Mileage 15.00
Supplies 100.00
Meals & Entertainment 150.00
Rental Charges 300.00
HSMAI
Trade Show Fees 2,100.00
Travel 70.00
Supp[ies 200.00
Promotional Items 100.00
Meals & Entertainment 100.00
Rental Charges 300.00
Mileage 60.00
SF Mayfair
Trade Show Fees 450.00
Travel 30.00
Mileage 35.00
Meals & Entertainment 20.00
NTA
Trade Show Fees 2,010.019
Travel 2,000.00
Supplies 100.00
Meals & Entertainment 200.00
MPI/Sacramento Trade show does not exist anymore
Trade Show Fees 0.00 (Savings of $1,155)
Travel 0.00
Mileage 0.00
Supplies 0.00
Promotional Items 0.00
Meals & Entertainment 0.00
Shipping/Postage 0.00
Rental Charges 0.00
Trl-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page3
Breakout 2003-04 2002-03 Change vs. Comments
Estimate Budget Budget Last FY
2. Sales & Marketing (continued}
Pow Wow Will not attend - more Int'l focus
Trade Show Fees 0.00 (Savings of $7,015)
Travel 0.00
Supplies 0.00
Meals & Entertainment 0.00
Phone 0.00
Shipping/Postage 0.00
Rental Charges 0,00
Small Trade Shows/Sales Blitzes 655.00 0,00 665,00 New Category to cao[ure smaller
Trade Show Fees 400.00 Sales-related activities
Travel 20.00
Supplies 150.00
Mea~s & Entertainment 20,00
Mileage 75.00
EBMTG National Press Tours 0.00 17..150.00 (17,150.00) Cooperative program between 4 East
(2x/year) Bay CVBs, OAK Airport &BART
Professional Services 0.00 Partners discontinued support in order
Catering 0.00 To investigate individual PR plans
Mileage 0.00
Promotiona' Items 0.00
Supplies 0.00
Public Relations 15,000.00 0,00 15.000.00 New category; replaces Press Tour
Professional Services 15.000.00 activity with focused PR effort
Hotel DOS/GI~I Meetings 0.00 350.00 (350.00} Consolidated w/Administrative Costs
Supplies
Sales Calls/"relemarketing 0.00 1.500.00 (1,500.00) Consolidated w/Administrative Costs
Supplies 0.00
Advertising 40,900.00 35.000.00 5.000.00 Additional advertising placement;
Design Fees 5.000.00 less design fees
Advertising Placement 35,000.00
Brochures 12,500,00 20.000,00 (7,500.00) Less design & printing fees
Design Fees 5,000.00
Printing 7,500.00
Web Site 3,200,00 18.200,00 (15,000.00) No design fees
Computer Services (Maint. & Hosting) 3,200.00
Administrative Costs: 21,235.00 19,000.00 2,235.00 Includes Affiliation Events
Supplies 1,850.00
Promotional Items 8,000.00
Dues & Subscriptions 7,000.00
Prof. Industry Conferences/Affiliation Events
PIC Fees 1,500.00
PIC M & E 875.00
PIC Mileage 660.00
PIC Trave~ 1,350.00
Subtotal Sales & Mktg. Expenses: 109,850.00 137,375.00 (27,525,00)
Split among programs last FY;
Estimated Staffing Costs: 0.00 133,529.00 (133,529.00) Consolidated in Program 5 for FY 03-04
Total Sales & Mktg. Expenses: 109,850.00 270,904.00 (161,054.00) (Total staffing amount for this prograrr
for FY 03-04 equates to $135,820.00
Tr~-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page4
Breakout 2003-04 2002-03 Change vs. Comments
Estimate Budget Budget Last FY
3. Film Commission
AFCl Membership Dues 500.00 500.00 0.00
Membership Dues 500.00
California Independent Film Festival 1,205.00 0.00 1,205.00 New c&tegory
Advertising Placement 500.00
Design Fees 150.00
Supplies 150.00
Meals & Entertainment 175.00
Mileage 230.00
Locations Film Trade Show 2,200.00 2,300.00 (100.00)
Trade Show Fees 1,100.00
Travel (1 person x 2 days) 750.00
Promotional Items 200.00
Meals & Entertainment 150.00
Brochures 0.00 1,500.00 (1,500.00) Not needed for FY 03-04
Advertising (FLICS) 350.00 0.00 350.00
Design Fees 150.00
Advertising Placement 200.00
Film Location Library 1,300.00 2.400.00 (1,100.00) Design fees elimineted; in maintenance
Computer Services (Maintenance on 1,100.00 phase
website database and CD Creation)
Suppiies 200.00
Subtotal Film Comm. Expenses: 5,555.00 6,700.00 (1,145;00) Lower budget for Supplies, Advertising
Shipping/Postage moved to Program 5
Split among programs last FY;
Estimated Staffing Costs: 0.00 9,854.00 (9,854.00) Consolidated in Program 5 for FY 03-04
Total Film Comm. Expenses: 5,555.00 16,554.00 (10,999.00) (Total staffing amount for this prograrr
for FY 03-04 equates to $6,246.00)
Tri-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page5
Breakout 2003-04 2002~03 Change vs. Comments
Estimate Budget Budget Last FY
4. Sports Commission
NASC Mersbership 750.00 500.00 250.00 Dues increase
Membership Dues 750.00
Teams 2003 Trade Show/ 4,475.00 3,940.00 535.00 Trade Show fees increase~ M&E and
NASC Sports Event Sympoisum Mileage added
Trade Show Fees 2.300.00
Travel (1 person x 4 ~ays) 1.800.00
Promotional Items 200.00
Meals & Entertainment 150.00
Miteage 25.00
Advertising 700.00 l, 200.00 (500.00) Frequency change
Ad Placement (listing/logo only) 700.00
Brochures 0.00 12.000.00 (12,000.00) Not needed for FY 03-04
Administrative Costs 500,00 1,230.00 (730.00) M&E and Mileage Added;
Supplies 380.00 Shipping/Postage moved to Program 5
Mileage 100.00
Meals & Entertainmem 20.00
Subtotal Sports Corem. Expenses: 6,425.00 18,870.00 (12,445,00)
Spill among programs last FY:
Estimated Staffing Costs: 0.00 12,339.00 (12,339.00) Consolidated in Program 5 for FY 03-04
Total Sports Comm. Expenses: 6,425.00 31.209.00 (24,784.00) (Total staffing amount for this prograrr
for =Y 03-04 equates to $13,076.00)
Tri-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page6
Breakout 2003-04 2002-03 Change vs. Comments
Estimate Budget Budget Last FY
5. Program Administration Support
Rent 47,300.00 44,160.00 3,140.00 Rent increase
Telephone 9,000.00 6,500.00 500.00 Anticipate increase
Rep=ira and Maintenance 5,700.00 5,000.00 700.00 Increase in Janitorial fee
Leased Equipment 16,000.00 16,000.00 0.00
Utilities 4,400.00 4,000.00 400.00 Anticipated increase
Mileage 250.00 200.00 50.00 Anticipated increase
Supplies 6,500.00 6,303.00 197.00
Printing 5,000.00 5,000.00 0.00
Shipping/Postage 12,500.00 2,200.00 10,300.00 Contains ALL metered (non-bulk) mail
Accounting/Payroll 8,500.00 8,100.00 400.00
Computer Services 10,500.00 10,500.00 0.00
Temp. Services 500.00 500.00 0.00
HR Advedising 600,00 0.00 600.00 Actuals indicate need for a budget
Professional Services (Annuaf Audit) 3,500.00 3,500.00 0,00 Annual Audit fees
insurance (Worker's Comp, Directors', & Liability) 10,450.00 7,425.00 3,025.00 Premiums have increased
Human Resource Education 2,500.00 2,500.00 0.00
Capital Expenditure 1,000.00 0.00 1,000,00 Anticipate adding turntiure, cabinets
Sank Charges/E-commerce Fee 1,000~00 0.00 1,000.00 Not previous[y budgeted
Subtotal Expenses: 145,200.00 123,888.00 21,312.00
· . Previously split among programs; amou
Estimated Staffing Costs: listed is for last FY for Program 5 only
Compensation (Wages, Bonuses, Taxes): 263,035.00 40,650.00 222,385,00
Benefits (Health, Simple IRA): 21,841.00 8,049.00 13,792.00
Subtotal Staffing: 284,876.00 48,699.00 236,177.00
(Total staffing amount for this progrs~r
Total Prgm Admin. Supp. Expenses: 430,076.00 172,587.00 257,489.00 1or FY 03-04 equates to $43,316.00)
Tri-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page7
Breakout 2003-04 2002-03 Change rs, Comments
Estimate Budget Budget Last FY
BUDGET SUMMARY
Revenue
Grant from Pleasanton 40% 191,479.00 196,330.00 (4,851.00)
Grant from Livermore 25% 119,674.00 122,707.00 (3,033.00)
Grant from Dublin 13% 62,231.00 63,807.00 (1,576.00)
Grant from San Ramon 22% 105,313.00 107,982.00 (2,669.00)
Grant from Alameda County 20,000.00 0.00 20,000.00
Restitution Monies 0.00 40,000.00 (40,000.00) Only applies to FY 2002-2003
Membemhip Dues 68,519.00 68,000.00 519.00
Projected Program Income* 14,426.00 13,425.00 1,000.00 Regional attendance increase
Total Revenue: 581,641.00 612,251.00 (30,610.00)
*Events/Membership Projected Income
Ticket Sales - Luncheon ($40 x 100) 4,000.00
Ticket Sales - Regional ($15 x 400) 6,000.00
Booth Sales - Regional ($175 x 15) 2,625.00
Newsletter Inserts ($50 ea x 36) 1~800.00
Expenses by Program
1. Events/Membemhip 29,735.00 120,997.00 (91,262.00)
2. Sales & Marketing 109,850.00 270,904.00 (161,054.00)
3. Film Commission 5,555.00 16,554.00 (10,999.00}
4. Sports Commission 6,425.00 31,209.00 (24,784.00)
5. Program Administrati~)n Support 430,076.00 172,587.00 257,489.00
Total Expenses: 581,641.00 612,251.00 30,610.00)
Consolidated Staffing Costs Comparison
1. Events/Membership 86,416.00 82,267.00 4,151.00
2. Sales & Marketing 135,820.00 133,529.00 2,291.00
3. Film Commission 6.246.00 9,854.00 (3,608.00)
4. Sports Commission 13,076.00 12,339.00 737.00
5. Program Administration Support 43,316.00 48,699.00 (5,383.00)
Total Staffing Costs: 284,876.00 286,688.00 (1,812.00)
Estimated Percentage of Time · Events/Mbr S & M Film Sports Prog. Admin. Supp.
Executive Director/Film 35 35 5 5 20
Director of Events & Membership/Sports 75 7 2 15 1
Director of Sales & Mktg. 15 80 0 0 5
Sates Manager 7 90 0 2 1
Sales/Visitor Coordinator* 20 75 2 2 1
Admin. Asst./Office Manager* 15 5 2 1 77
Totals: 167 292 1 1 25 .105
*Part time employees
Major Budget Increases Major Budget Decreases
1) insurance premiums (Worker's Comp., etc.) 1} Most major design fees eliminated (were tagged as 'one time expenses' for FY 02-03)
2) Rent 2} Two trade shows eliminated
3) Trade show fees
Tri-Valley CVB Program Budget
FY July 1, 2003 - June 30, 2004
Page8
Hotels & Number of Rooms FY 2002- 2003
Pleasanton
Candlewood 126
Courtyard by Marriott 145
Crowne Plaza 244
Evergreen B&B 4
Guest House Inn & Suites 34
Hilton at the Club 294
Motel 6 76
Ramada Inn 102
Residence Inn by Marriott 135
Plum Tree Inn 6
Sheraton Four Points 214
Sierra Suites 113
Summerfield Suites 128
The Rose Hotel 39
Wyndham Garden Hotel 171
1831
Livermore
Comfort Inn 60
Courtyard by Marriott 121
Del Valle Lodge/E1 Dorado 23
Doubletree 125
Extended Stay America 125
Hampton Inn 80
Hawthorn Suites, Ltd. 62
Hilton Garden 97
Livermore Inn/Town House Motel 22
Motel 6/All Star Inn 102
Palace Motel 15
Purple Orchid Inn 8
Ramada Hotel 66
Residence Inn by Marriott 96
Sands Motel 26
Springtown Inn 125
Vineyard Inn at Crane Ridge 2
1155
Dublin
AmeriSuites Hotel 128
Extended Stay America 122
Holiday Inn Express 92
Monarch Hotel 236
578
San Ramon
Courtyard by Marriott 136
Residence Inn 106
Homestead 147
San Ramon Marriott '368
San Ramon Vly. Conference Cntr. 119
Sierra Suites 142
1018
TOTAL HOTEL ROOMS: 4582
Room Allocation:
City Rooms for % Rooms for % # of Rooms Change % Change vs.
FY 2001-02 FY 2002-03 vs. Last Year Last Year
Pleasanton 1831 40 1831 40 0 0
Livermore 1151 25 1155 25 +4 0
Dublin 578 13 578 13 0 0
S an Ramon 1004 22 1018 22 + 14 0
TOTALS 4564 100 4582 100 +18 0
CONVENTION INCOME SURVEY -- 2001 Update
IACVB FOUNDATION
IAII Evenfs (Overall Averaqe) I
Spending Generated Per EVENT Spending Generated Per DAY
1998 i999 200,,0, 2001 * 1998 ,1999 2000 2001
Delegate Spending $696 $716 $742 $748 $231 $238 $247 $248
Association Spending (per delegate) $68 $69 ~ $74 $18 $18 $19 $20
Oonvention Delegate Total Spending $764 $785 $814 $822 $249 $256 $266 $268
Plus Exhibitor Spending (per attendee) $300 $306 $317 $326 8¢~ $85 $88 $9!,
Trade Show Delegate Total Spending $1,064 $1,091 $1,131 $1,148 $332 $341 $354 $359
Spending Generated Per EVENT Spending Generated Per DAY
Breakdown of Delegate Spending 1998 1999 2000 2001 * 1998 1999, 2000 2001 *
Lodging and Incidentals $343 $352 $369 $371 $114: $117 $123 $123
Hotel Food and Beverage $93 $96 $98 $101 $31 $32 $33 $34
Other Food and Beverage $86 $89 $91 $93 $29 $29 $30 $31
Tours/Sightseeing $14 $15 $15 $15 $5 $5 $5 $5
Admission to Museums, Theaters, etc. $8 $8 $8 $8 $3 $3 $3 $3
Recreation $7 $8 $8 $8 $2 $3 $3 $3
Sporting Events $2 $3 $3 $3 $1 $1 $1 $1
Retail Stores $74 $76 $76 $74 $24 $25 $25 $25
Local Transportation (PUS, taxi, limo) $13 $13 $14 $14 $4 $4 $5 $5
Auto Rental (within event city) $22 $22 $23 $22 $7 $7 $8 $7
Gasoline, Tolls, Parking (within event city) $11 $12 $14 $14 $4 $4 $4 $5
Other $23 $23 $24 $25 $8 $8 $8 $8
TOTAL $696 $716 $742 $748 $231 $238 $247 $248
Average length of stay = 3.01 nights (delegates); 3.74 days (association); 3.59 days (exhibitors).
· 1999-2001 numbers inflated based on applicable Travel and Consumer Price Index categories.
Sources: International Association of Convention & Visitor Bureaus (IACVB) Foundation
Travel Industry Association of America (Travel Price Index)
U.S. Depadment of Labor, Bureau of Labor Statistics (Consumer Price Index) ~..;
Updated 26 February 2001