HomeMy WebLinkAbout2006-168 Grant - Chamber of Commerce
t
CITY OF
ASHLAND
Agreement for Services
Between
City of Ashland.
And
Ashland Chamber of Commerce
Agreement between the City of Ashland (City), the Ashland Chamber of Commerce (CoC) and the
Ashland Visitor and Convention bureau (VCB) for fiscal year 2006-07.
Recitals
A. The VCB shall receive $80,432 for promoting tourism in Ashland based upon Ashland City
Council Resolution 2004-32. That amount will be adjusted each year by the amount of inflation
or deflation established in the budget process. The amount awarded for FY 2006-07 is $82,845,
which will be disbursed in monthly amounts of $6,903.75 for the fiscal year. Expenditures of
these funds must meet the requirement of ORS 320.300 through ORS 320.350.
B. The CoC shall receive $160,000 for the purpose of economic development in Ashland based
upon Ashland City Council Resolution 2004-32. That amount will be adjusted each year by the
amount of inflation or deflation established in the budget process. The amount awarded for FY
2006-07 is $164,800, which will be disbursed in monthly amounts of $13,733.33 for the'fiscal
year.
C. The City, CoC and VCB now enter into this Agreement to identify their roles and responsibilities.
Purpose
The City relies on the VCB to promote Ashland to visitors traveling from more than 50 miles to Ashland
and/or visitors who stay overnight in Ashland. Promotion includes advertising, publicizing, distribution
of printed materials, marketing special events and festivals, conducting strategic planning, visitor center
management and research necessary to stimulate tourism development.
The City of Ashland has established a system of shared responsibility with the CoC to handle typical
economic development types of needs. Currently the Chamber provides the following kinds of
services: coordinated marketing, rapid response team to inquiries, relocation services, point-of-contact
management and information services, general inquiries, training for local business and coordination
with the Small Business Association.
The City of Ashland's Comprehensive Plan is the guiding document for all development within the
community. The plan incorporates ten specific elements related to development. The economic
development element is identified in Chapter 7.
t
Finance Department Tel: 541A88-5300
D.L. Tuneberg, Director Fax: 541-088 --531 5311
20 East Main Street TTY: 800-735-2900
Ashland, Oregon 97520
www ashland.or.us
The CoC will emphasize, in it's economic development activities, the importance of maintaining
Ashland's small-town feel and portraying Ashland as a family friendly community that supports its
schools and places great value on the quality of education offered.
Overall Objectives
Retention and Expansion of Existing Business
The CoC will develop and implement on-going strategies on retaining and expanding existing
businesses, particularly those businesses that are non-tourism related, in Ashland with an emphasis on
creating additional family wage jobs.
1. Methodology: Adopt an aggressive and focused business retention plan, which is research and
relationship based.
ll. Promotion: Offer assistance to all City of Ashland cultural and economic development grant
recipients to make them aware of the wide array of business support resources in Ashland,
southern Oregon and the State of Oregon.
III. Service Delivery: Organize processes by which any existing business interest may acquire
accurate and timely information with regard to making a business expansion decision to stay in
Ashland. .
IV. Advocacy: Establish multiple pathways in which a local business may acquire specialized
support in growing their business, to include conduits to other agencies, governments,
applicable organizations or existing community leadership for the purposes of retaining jobs in
Ashland.
New Business Development
The CoC will develop and implement on-going strategies with emphasis on creating new family wage
jobs by attracting new businesses to Ashland. The strategy will focus on non-tourism related
businesses.
1. Methodology: Adopt an aggressive and focused new business recruitment plan, which is
research and relationship based.
Il. Promotion: Attract the attention of potential new businesses through networking, making
personal or telephone contact, and organizing special events.
III. Special Delivery: Organize processes by which any outside business interest may acquire
accurate and timely information with regard to making a business location decision in favor of
Ashland.
IV. Advocacy: Establish multiple pathways in which a potential new business may acquire
specialized information on which to base their decision to locate in Ashland, to include conduits
2
Finance Department Tex: 541
D.L. Tuneberg, Director Fax: 541ABB-088--5 531 11
20 East Main Street TTY: 800-735-2900
Ashland, Oregon 97520
www.ashland.or.os
to other agencies, governments, applicable organization or existing community leadership for
the purposes of creating jobs in Ashland.
Tourism
The VCB will develop and implement a year-to-year strategy to maintain current levels of tourism in
Ashland and increase tourism from November through February, known as the shoulder season.
1. Methodology: Adopt an aggressive and focused tourism promotion plan, which is research and
relationship based.
II. Promotion: Focus on promoting visits to Ashland during the shoulder season and make
assistance available to Economic and Cultural Grant recipients.
III. Service Delivery: Organize processes by which visitors may acquire accurate and timely
information with regard to making a trip to Ashland and by which once in town, visitors can
acquire accurate information about the community.
Accountability
Develop mechanisms for tracking progress, measuring success, auditing finances and reporting to the
Ashland City Council on a yearly basis. Present a progress report on current fiscal year activities at
least annually at a Council meeting.
General Expectations
1. Retain or create jobs through business assistance programs measured by job retention or
expansion.
II. Create new business and employment opportunities measured by job creation.
III. Maintain or increase the number of outside dollars spent in Ashland retail, service and lodging
businesses as measured by increased revenues and transient occupancy tax revenue.
IV. Reach out to other City of Ashland cultural and economic development grant recipients to assist
them with their efforts.
Specific Requirements
The CoC shall provide an annual report to the Ashland City Council no later than January 31 on its
previous year's activities, which shall at a minimum consist of the following:
1. Provide a report of Ashland businesses, which received direct assistance from the CoC for the
purpose of retaining or creating new family wage jobs in Ashland.
Il. Provide a report of prospective businesses the CoC made presentations to for the purpose of
attracting new jobs to Ashland.
III. Provide a report of local and regional partnerships developed and maintained for the CoC for
the purpose of business retention and development including but not limited to: SOWAC,
3
Finance Department Tel: 541-088-5300
D.L. Tuneberg, Director Fax: 541-088-5311=,
20 East Main Street TTY: 800-735-2900
Ashland, Oregon 97520
www.ashland.ar.us
SOREDI, and AGA. Include documentation of supportive efforts including but not limited to
offering educational workshops, cross promotion and web links.
The VCB shall provide an annual report to the Ashland City Council no later than January 31 on its
previous year's activities which, shall at a minimum consist of the following:
1. Provide a report on the variety of specific promotion activities executed for the purpose of
attracting visitors to Ashland. Include samples of advertising, which include family, quality of life
and educational opportunities.
II. Provide a report on the variety of specific promotion activities executed for the purpose of
attracting visitors to Ashland during the shoulder season. Include samples of advertising, which
include family, quality of life and educational opportunities.
General Provisions
1. Amount of Grant. Subject to the terms and conditions of this agreement, the City agrees to
provide funds in the amount specified above.
2. Use of Grant Funds. The use of grant funds is expressly limited to the objectives identified in
this agreement. .
3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for
which the grant is awarded or this agreement is terminated shall be returned to the City within
30 days of completion or termination.
4. Financial Records and Inspection. Grantee includes in the annual report to the City a) copies
of 5010 letter, IRS non-profit status and corporate bylaws; b) list of Board members, their
occupations, and years on the Board; c) financial statements showing previous year expenses
and revenues; d) current and projected budgets (total organization and individual program's
funded by this grant). Grantee's report should show the relative share of City funds expended
compared to overall project funds.
5. Living Wage Requirements. If the amount of this agreement is $16,379.00 or more, and if the
Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined
in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50%
or more of their time within a month performing work under this agreement. Grantees required
to pay a living wage are also required to post the attached notice predominantly in areas where
it will be seen by all employees.
6. Default. If Grantee fails to perform or observe any of the covenants or agreements contained
in this agreement or fails to expend the grant funds or enter into binding legal agreements to
expend the grant funds within twelve months of the date of this agreement, the City, by written
notice of default to the Grantee, may terminate the whole or any part of this agreement and
may pursue any remedies available at law or in equity. Such remedies may include, but are
not limited to, termination of the agreement, stop payment on or return of the grant funds,
4
Finance Department Tex: 547488 ,
5311
D.L. Tuneberg, Director Fax: 541-488-5311
20 East Main Street TTY: 800-735-2900
Ashland, Oregon 97520
www.ashland.or.us
payment of interest earned on grant funds or declaration of ineligibility for the receipt of future
grant awards.
7. Amendments. The terms of this agreement will not be waived, altered, modified,
supplemented, or amended in any manner except by written instrument signed by the parties.
Such written modification will be made a part of this agreement and subject to all other
agreement provisions.
8. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and
agents harmless from any and all losses, claims, actions, costs, expenses, judgments,
subrogation's, or other damages resulting from injury to any person (including injury resulting in
death,) or damage (including loss or destruction) to property, of whatsoever nature arising out
of or incident to the performance of this agreement by Grantee (including but not limited to,
Grantee's employees, agents, and others designated by Grantee to perform work or services
relating to Grantee's obligation under the terms of this agreement). Grantee shall not be held
responsible for damages caused by the negligence of City or anyone acting in behalf of City.
9. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of
this agreement, maintain in force a comprehensive general liability policy. The liability under
such policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily
injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000
per occurrence for property damage. Liability coverage shall be provided on an "occurrence"
not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as
additional insures. Certificates of insurance acceptable to the City shall be filed with the City
Risk Manager or Finance Director prior to the expenditure of any grant funds.
10. Merger. This agreement constitutes the entire agreement between the parties. There are no
understandings, agreements, or representations, oral or written, not specified in this agreement
regarding this agreement. Grantee, by the signature below of its authorized representative,
acknowledges that it has read this agreement, understands it, and agrees to be bound by its
terms and conditions.
11. Notices and Representatives. All notices, certificates, or communications shall be delivered or
mailed postage prepaid to the parties at their respective places of business as set forth below
or at a place designated hereafter in writing by the parties.
5
Finance Department Tex: 541498-5300
,
D.L. Tunebey, Director Fax: 541-0885377
20 East Main Street TTY: 800735-2900
Ashland, Oregon 97520
www.ashland.ows
CITY of Ashland:
Martha Bennett
City Administrator
20 East Main
Ashland, OR 97520
Ashland Chamber of Commerce:
Sandra Slattery
110 East Main
Ashland, OR 97520
This Agreement constitutes the Entire Agreement between the parties. There are no understandings,
agreements, or representations, oral or written, not specified herein regarding this agreement. No
amendment, consent, or waiver or terms of this agreement shall bind either party unless in writing and
signed by all parties. Any such amendment, consent or waiver shall be effective only in the specific
instance and for the specific purpose given. The parties, by the signature below or their authorized
representatives, acknowledge having read and understood the Agreement and the parties agree to be
bound by its terms and conditions.
C11 of
Ashla d/A `
By
Titl G/ C~
Date (le/~~
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Ashland Chamber of Commerce and Visitor and Convention Bureau
By
Title Date / - D
6
Finance Department Tex: 541488-5300
- D.L. Tu ,
.L Tuneberg, Director Fax: 541-088-5311
-5311
20 East Main Street TTY: 800-735-2900
Ashland, Oregon 97520
www.ashxand.or.us
09/28/2006 THU 07:57 FAX 541 482 2050 ASHLAND CHAMBER 16002/003
09/28/2008 06:09 FAX 6414884458 REINHOLOT OHARRA @1001/002
OP IO OAT69t" '
06
ACORD_ CERTIFICATE OF LIABILITY INSURANCE ACBAM-1 09 2B 1YYYYI
PRODUCER THIS CERTIFICATE IS IS UED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Reinholdt S O • EUL=a Insurance HOLDER. THIS CERTIFICATE DOES NOT AMEND. EXTEND OR
SIB Washington Street ALTER THE COVERAGE AFFORDED 9Y THE POLICIES BELOW.
Aob.lumd OR 91520
Phooe:5dl-482-1921 Fas:541-488-4458 INSURERS AFFORDING COVERAGE NAJC#
INyy IHWPPAA: Maxylaud Casual 19356
INSURER B:
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AURER D:
INSUFS
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COVERAGES
THE POLICES OF INSURANCE LLSTEU eELow HAVE BEEN ISSUED TO THE IRSUREO NAMED ABOVE FOR THE POLICY PERIOD BIDICATBD. NC1wTHSTAPS]MG
ANY REQUOMAFNT• TERM OR CONDITION OF ANY CONTRACT OR OTHER DOGWE T VMH RESPECT TO NNICH THIS CE RffICATE MAY BE IBSUSD OR
MAY PERTAIL THE IFOUIONCS AWDAW BY THE POLICIES DESCRIBER NEREN IS XuBJECI TO ALL THE YERMS. EXCLUSIONS AND CONDMOKS OF SUCH
POLICIES. AGGREGATE UWTS SHONTI MAY HAVE BEE REDUCED BY PAID CIAL43.
LTA Mbu 7YFB Of INWMMC6 POLICY NUMBER DATE WO DANE NIO LIYITS
EACEI OCCURRENCE 11000000
GENERAL LIABILTV
pA g cDYNrRCUI-aqIpyALL'ASIWTr FPS039639353 02/03/06 02/03/07 PMww=8 eB0 11000000
CLAIMS MADEOCCUR MUD G1P (AnTwyLlipn) 510000
PER90NAL I ADV MAIRY 51000000
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Ceztifieate holder is named as an additional insured per endorsement to the
policy-
CERTIFICATE HOLDER CANCELLATION
=TToFA SHOULOANY OFTHE ABOVE BROORIBCaPOLMISBEC,ANCOILDBVORBYHEOmIRAT10
DATE THEREOF. THE LSSUTNO INSURENTYLL CPJ YOR TO WAR. 10 DAYSVIRITISN
City of Ashland, It T S Offioorm MO1'ICe To TNC CERTLWCATE HOLDEN NARP,O TD TNl LCFT, a" FAILURE TO DO SO SHALL
smployaes and Agents INFUSE NO OBLIGATION OR LIABILITY OF ANY 12ND UPON YHE INSURER, TI AGENTS OR
20 East Main Street
Ashland OR 97520 REPRE ENTATrees
AUTIORRED REPRMNTATIVB
Terry R. Adams
ACORD 25 (2001/08) 0 ACORD CORPORATION 7988
09/28/2006 THU 07:58 FAX 541 482 2350 ASHLAND CHAMBER 0003/003
09/28/2008 08:09 FAX 5414284459 REINHOLOT OHARRA Q002/002
IMPORTANT
If the certificate holder is an ADDITIONAL INSURED, the polloy(tes) must be endorsed. A statement
on this cert'if'icate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SU13ROGATION IS WAIVED, subject to the terns and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endarsement(s),
DISCLAIMER
The Oertificate of Insurance on the reverse side of this fort does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
ACORb 25 (1001106)
Ashland CLmLer of Commerce
a"
`
` CKt,
September 25, 2006
Bryn Morrison
City of Ashland
Administrative Services'
20 East Main St.
Ashland OR 97520
Dear Bryn, F
Enclosed is a copy of the Agreement for Services bet~we n he City and the Chamber for
the fiscal year 2006-2007, signed by Saann'dra" Slattery on September 21, 2006, together
with the Ashland Chamber of Commerce Certificate of hiability-Insurance..
Sincerely,
`4 hewer
Kristen DeGroodt
Secretary
1
~ t
lF
tnxast.Main Street P.O. Box 136o • Ashland, Oregon 97520-0046
(541)*482-3486, ext 15 • (541) 462-2350, fax
www.ashla ndchambeccom