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Home My WebLink About2004-06-15 Council Packet - Work SessionKenai City Council Work Se~~ion Kenai Convention and (KCVB) Visitor Bureau June 15, 2004 WORK S R M/ND R TU E S DAY~ ~ U N E 1S~ 2004 7:00 P.M. COUNC]:L CHAMBERS *Questions? Or, need add itional information? Contact Linda Snow or myself. To: Fro111: CC: Date: Re: Linda Snow; Kenai City Councilors Michelle Glass, Kenai CVB Kenai CVB Board June 11, 2004 Joint Work Session I have met with our board members in preparation of the upcoming joint work session. We understand the current management contract is indefinite for a purpose and it is generally a financial document. While finances am a major concem to the viability of our organization, there am several other dimensions to our relationship with the City. We feel a general overview of our operations would be helpful to the Council and as such we will be presenting some background statistical information. In addition to the subject matter you would like to discuss we would also like to include the following topics: Incorporation of Cultural Center and Museum as' separate 501(c)3 and the ownership of collections. Partnership on futura projects such as marketing collateral, convention and meetings promotion, etc. · KCVB Operations, programs and community facility usage. There are many ways this organization is having a positive impact on Kenai and this gathering will hopefully uncover further possibilities. We look forward to a productive meeting next Tuesday. If you have any questions please feel free to contact me. KENAI. ALASKA 210 Fidalgo Avenue, Kenai, Alaska 99611-7794 Telephone: 907-283-7535 / FAX' 907-283-3014 1992 MEMORANDUM To' Mayor Williams and City Counc. ilo,~i~ From: Linda L. Snow, City Manager Date: May 27, 2004 RE: Work Session Topics In preparation for the joint work session scheduled for June 15th, the Executive Director of the Kenai Convention and Visitor Center (KCVB) and I are requesting a topical list of subjects that might be raised for discussion. Please review the following and let me know if you have suggestions for change: Financing, funding, grants, other revenue sources, etc. Physical Plant Assessment, structural renovations, expansion, etc. If there are no suggestions for change, I will forward the above topics to Executive Director Michelle Glass. As soon as I receive the topics identified by the KCVB, I will work with Ms. Glass and City Clerk Carol Freas to provide you with the information in advance of the meeting. In addition, if there is other information you would like distributed prior to the meeting, please let me know. MAINTENANCE AND OPERATION AGREEMENT between CITY OF KENAI and KENAI VISITORS & CONVENTION BUREAU, INC. The parties to this agreement are the City of Kenai ("City") and the Kenai Visitors & Convention Bureau, Inc. ("Bureau"). The purpose of this agreement is to define the roles and obligations of the parties regarding the Kenai Visitors and Cultural Center ("Center"). This agreement shall take effect July 1, 1998 and shall be in effect until revoked by either party upon thirty days written notice. THE PARTIES AGREE AS FOLLOWS: 1. The Bureau shall be responsible for operation of the Center. As facility~ manager, the Bureau shall provide visitor~nd convention services at the Center (induding promotion), the operation of thet/Cultural center, the coordination of meetings and conferences, and arrangements Of displays ~d exhibits in the Kenai Visitors and Cultural ~Center. The Bureau will be responsible for costs associated with operating activities, such as all personnel costs, telephone, postage, printing, promotional and advertising costs, travel, equipment maintenance, and general office expenses. e It shall be the responsibility of the City to provide for janitorial services, snow removal and landscaping. 3. The City shall be responsible for maintenance of the Center, including building repairs and maintenance, restroom supplies, plumbing and electric supplies, and other costs ordinarily incidental to the maintenance of a public facility. The City shall be MAINTENANCE AND OPERATION AGREEMENT - Page 1 of 4 responsible for providing the utilities (water, sewer, electriciw, heat, and garbage removal) for the Center. o The Bureau shall set fees for use of the facility. The Bureau shall receive those fees in order to help defray its operating expenses. Should a use of the facility generating fees that go to the Bureau require additional janitorial services, other than that provided by the City, the Bureau shall be responsible for paying for those additional janitorial services. e The Bureau shall maintain worker's compensation, general public liability, and personal property damage insurance in amounts acceptable to the City Manager. The City shall be named as an additional insured on the public liability insurance. The personal property damage insurance referred to above may exclude art exhibits, displays, and museum articles. The City shall maintain a museum contents policy in an amount determined by the City Manager, covering art exhibks, displays, and museum contents. e The City shall maintain real property insurance on the Center in a commercially reasonable amount. ge Smoking will not be allowed within the Center. e The Bureau shall operate the Center in compliance with all federal, state, and local civil rights laws and regulations. e In addition to the fees collected by the Bureau as described in Paragraph 4 above, as compensation for operation of the Center, the City will pay the Bureau $65,000 per fiscal year. Any compensation due for portions of a month or fiscal year will be prorated based on the number of days the agreement is in effect during that year. The compensation described above will be paid in monthly, installments upon billing by the Bureau. MAINTENANCE AND OPERATION AGREEMENT - Page 2 of 4 10. The Bureau agrees to keep reliable accounting records and to prepare financial statements annually in accordance with generally accepted accounting principles. Such financial statements shall be reviewed by a certified public accountant. The Bureau shall share in the cost of the review up to $700. Any cost for the review above $700 shall be the responsibility of the City. The Bureau agrees that its accounting records shall be available for inspection by the City of Kenai upon reasonable notice, and that the City may direct an audit at the City's expense. · 11. The Bureau shall provide an annual report to the City of Kenai by April 15 every year. The purpose of the Bureau's annual report is to highlight the Bureau's activities during the previous calendar year. 12. The Bureau shall promptly provide to the City of Kenai copies of all approved minutes from the Kenai Visitors & Convention Bureau's regular board of directors' meetings. 13. As a condition of this contract, the City of Kenai requires the board of directors' meeting of the Kenai Visitors & Convention Bureau, Inc. held at the Center in performance of this contract to be open to the public. During meetings of the KVCB Board of Directors, the Bureau retains the fight to move into executive session upon their discretion. DATED this 55~/-o f CITY OF KENAI KENAI VISITORS & CONVENTION BUREAU Richard A. Ross City Manager Kathy Tarr Executive Director MAINTENANCE AND OPERATION AGREEMENT- Page 3 of 4 STATE OF ALakSKA THIRD JUDICIAL DISTRICT This is to certify that on the 7~/Cday of /~~a4/--;- 1998, Richard A. Ross, Ciw Manager of the City of Ken_ai, b-emg personally ~,nown to me or having produced satisfactory evidence of identification, appeared before me and acknowledged the voluntary and authorized execution of the foregoing instrument on behalf of said city for the purposes therein mentioned. Notary Public for Alaska My commission expires: STATE OF AI~SKA THIRD JUDICIAL DISTRICT This is to certify that on t_he '~V'-'day of ../~~'/-~ vZ--~, 1998, Kathy Tarr, Executive Director of the Ken_a/ Visitors & Convention Bureau, Inc_, being personally known to me or having produced satisfactory evidence of identification, appeared before me and acknowledged the voluntary- and authorized execution of the foregoing instrument on behalf of said city for the purposes therein mentioned. Notary Public for Alaska My commission expires: MAINTENANCE AND OPERATION AGREEMENT - Page 4 of 4 AMENDMENT MAINTENANCE AND OPERATION AGREEMENT BETWEEN CITY OF KENAI AND KENAI CONVENTION AND VISITORS BUREAU, INC. Paragraph 9 of the agreement effective July 1, 1998 between the City of Kenai ("City") and the Kenai Convention and Visitors Bureau, Inc. ("Bureau") is hereby amended as follows: o In addition to the fees collected by the Bureau as described in Paragraph 4 above, as compensation for operation of the Center, the City will pay the Bureau $60,000 per fiscal year. Any compensation due for portions of a month or fiscal year will be prorated based on the number of days the agreement is in effect during that year. The compensation described above will be paid in monthly installments upon billing by the Bureau. DATED this a~~ne 2003. CITY OF KENAI KENAI CONVENTION AND VISITORS BUREAU, 1NC. Lin/la L. Snow City Manager ~ , - by: · Gease Executive Director AMENDMENT TO MAINTENANCE AND OPERATION AGREEMENT Page 1 of 2 STATE OF ALASKA THIRD JUqglCIAL DISTRICT This is to certify that on the~.~~y of June 2003, Linda L. Snow, City Manager of..the City of Kenai, being personally known to me or having produced satisfactory evidence o~' identification, appeared before me and acknowledged the voluntary and authorized execution of the foregoing instrument on behalf of said city for the purposes therein mentioned. Notary Public for Alaska My commission expires' 7.~//~~ ~ STATE OF ALASKA THIRD JUDICIAL DISTRICT This is to certify that on the,a~ a2~y of June 2003, Ricky J. Gease, Executive Director of the Kenai Convention and Visitors Bureau, Inc;, being personally known to me or having produced satisfactory evidence of identification, appeared before me and acknowledged the voluntary and authorized execution of the foregoing instrument on behalf of said city for the purposes therein mentioned. Notary Pub li~ for Alaska My commission expires: AMENDMENT TO MAINTENANCE AND OPERATION AGREEMENT Page 2 of 2